Karuk Tribe – Health Board Meeting

November 6, 2008 – Meeting Minutes

Meeting called to order at 3:07 pm by Arch Super, Chairman

Present:

Arch Super, Chairman

Leaf Hillman, Vice-Chairman

Leeon Hillman, Treasurer

Florence Conrad, Member

Sonny Davis, Member

Alvis Johnson, Member

Robert Goodwin, Member

Roy Arwood, Member

Absent:

Florrine Super, Secretary (travel/excused)

The Health Mission Statement was read aloud by Florence Conrad

Robert Goodwin motioned and Alvis Johnson seconded to approve the agenda, 7 haa, 0 puuhara, 0 pupitihara.

Minutes of October 9, 2008:

Robert Goodwin motioned and Sonny Davis seconded to approve the minutes of October 9, 2008, 7 haa, 0 puuhara, 0 pupitihara.

Guests: none at this time.

Old Business: none at this time.

Director Reports:

1.) Michael Willett OR MD:

Not present, written report provided.

2.) Daniel Pratt, TANF Director:

Daniel is present to review his report with the Health Board.

He has met with Humboldt County and Siskiyou County to begin the process of MOU’s regarding TANF client transfers. He attended technical assistance training for region IX. He met with Julie Fong and reviewed changes to the tribe’s TANF plan. He has received an email accepting the TANF plan as revised with Julie. Region IX concurred with the number of clients for the program and once approved by the State then it will be signed and sent back. Following receipt of the signed document an award letter will be forwarded to the Karuk Tribe and a draw down may be done. Once the draw down is complete the program should be up and running within three weeks depending on internal processing. The anticipated start date of the TANF program will be December 1^st, and the staff will be brought on during the Thanksgiving holiday week to begin planning and preparation of the program.

Daniel presented a request for an agreement, 09-A-003, with Eagle Suns for TANF software. The program has software that is needed and the staff will have to become familiar with. Robert Goodwin explained that the contract has incorrect information and will need to be updated reflecting the Karuk Tribe’s correct name. Arch reminded Daniel that when he has action items that he is to bring copies of the documents for the entire Council to review.

Robert Goodwin motioned and Florence Conrad seconded to approve agreement 09-A-003 between the Karuk Tribe and Eagle Suns, with changes, 7 haa, 0 puuhara, 0 pupitihara.

Daniel explained that the next meeting is December 9, 2008 with Humboldt County to review a draft MOU. The Siskiyou County MOU will be done as soon as the process can take place; he discussed this with Al Freeman. Daniel believes that the TANF program is geared up and ready to go and now the Tribe is just waiting for funding. With the delay in beginning the program Daniel has postponed the training for staff and will attempt to reschedule once the program is up and running.

Robert asked when funding would be received. Daniel believes that the funding will be received by the end of the month. Once the award letter is received, a copy of that letter and an MOU must be sent to the State and then a draw down can take place. Florence asked if the MOU between the Karuk Tribe and Siskiyou County is signed. Daniel believes that this will take a long time, and he did use the Humboldt County template to work a little more smoothly together. Debbie Walsh is traveling to Humboldt County to view how the process works to assist in getting Siskiyou County to feel confidant in entering into an MOU with the tribe regarding TANF. With Humboldt County being familiar with the operation of TANF programs and MOU’s regarding TANF, it seems that Humboldt County is more familiar. However, Debbie traveling to review how the process is and what is expected should assist in the process of the Siskiyou County MOU.

Robert asked if Daniel had planned on working with Laura Mayton regarding additional funding that will be received in administrative costs. Daniel is planning to meet with Laura regarding the funding.

Florence Conrad motioned and Sonny Davis seconded to approve Daniel’s report, 7 haa, 0 puuhara, 0 pupitihara.

3.) Mike Edwards, Behavioral Health Director:

Mike distributed Joe Snapp’s report as an addition to his report. The Title IVE agreement is moving along and it has been sent to the State Department of Social Services. Region IX is reviewing it and hopefully that review will be done by tomorrow. It will then go back to the State if Region IX has revisions or corrections.

The last Yav Pa Anav meeting was in October. They are developing policies and procedures and they are looking to bring all providers together ensuring a collaborative working relationship. Mike would like to meet with the providers once a quarter to review referrals. His will receive the referral forms and from there meetings may be scheduled or they will just begin to work on the referred needs of the client as they arise and seek the providers input as needed. Mike has completed the 08 goals for the social services program and is beginning to work on the 09 goals.

The parenting classes that have been scheduled at the Yreka Family Resource Center have been completed and they were very successful.

A new LCSW has been hired for the Yreka facility and Mike will bring her down to meet the Health Board when she is available. He is happy to announce that she is working very hard and increasing her client numbers.

Mike interviewed for the vacant staff positions in Orleans. Leaf questioned what kind of advertising was done as he understands that Tribal Members were interested in the positions and it appears that no Karuk Tribal Members were selected. Mike believes that there was sufficient advertising similar to all positions within the Tribe.

Robert Goodwin motioned and Leaf Hillman seconded to approve Mike’s report, 7 haa, 0 puuhara, 0 pupitihara.

4.) Vickie Walden, RDA:

Present, written report provided no action items.

Robert Goodwin motioned and Leaf Hillman seconded to approve Vickie’s written report, 7 haa, 0 puuhara, 0 pupitihara.

5.) Patti White, Database Administrator:

Patti is present to distribute her report as she missed the deadline for submission to the packets.

She reviewed the data entry, coding, patient registration and workload reports.

Patti attended Site Managers training with Chad Tiraterra in Sacramento. Patti was unable to provide her budget report as she did not receive her EE&A reports from the fiscal department.

Florence Conrad motioned Robert Goodwin seconded to approve Patti’s report, 7 haa, 0 puuhara, 0 pupitihara.

6.) Eric Cutright, IT Director:

Eric invited Rosie Bley and Emma Lee Johnson to discuss a meeting with KCDC that they had. The Computer Center wants to offer college courses in Orleans through the Computer Center. Rosie explained that there are some connectivity issues and she is hoping to utilize the Tribal network to offer the service to residents in the Orleans area. The clinic has the connectivity capability and Eric believes that this will work fine to connect the groups. Formal permission should be received from the Health Board as it is the Tribe’s network.

Leaf Hillman motioned and Florence Conrad seconded to approve allowing KCDC Computer Center to connect to the Tribal Network to service the Orleans Community, 7 haa, 0 puuhara, 0 pupitihara.

Eric attempted to fix a few identified problems with the phone system in Orleans. He is still experiencing some difficulties so he is preparing to travel back to Orleans to work on that.

The IT staff completed the phone system upgrades for the Yreka facility. The phone system was completely disconnected during the system upgrade, but it could not be avoided. The down time allowed for the full system to be upgraded in one day causing less confusion.

Florence asked when the facilities will begin using their swing arms that are in all the clinics. Patti believes that the staff will be ready to go live the last week of January fully, but at the end of the month the staff will begin to enter data. The server has already been upgraded to allow for EHR.

Leaf asked how Eric is tracking his work orders. Eric reviews written work orders weekly and improving communication isn’t being tracked data wise, but communication wise between staff and IT things appear to be running smoothly. Eric has been thinking about implementation of classes with employees to train them on some computer basics. Leaf inquired how he was specifically measuring progress with his goals. Leaf explained that it is just something to think about since he is noting how many work orders he receives, then measuring that moving forward would identify growth or progress.

Eric would like to purchase tracking software that will assist in reports and security of the system. He will bring that information forward once he reviews all possibilities.

Leaf Hillman motioned and Robert Goodwin seconded to approve Eric’s report, 7 haa, 0 puuhara, 0 pupitihara.

7.) Lessie Aubrey, DQMCH:

Lessie has several action items for approval tonight. Robert reviewed policy corrections with Lessie.

Leaf Hillman motioned and Robert Goodwin seconded to approve policies and procedures; including forms with changes, 7 haa, 0 puuhara, 0 pupitihara.

Robert Goodwin motioned and Alvis Johnson seconded to approve Lessie’s report, 7 haa, 0 puuhara, 0 pupitihara.

8.) Martha Schrock, EDHHS:
Martha is present to provide her written report to the Health Board.

Martha introduced Tony Lynn Bishop as the PHN / Safety Officer for the Karuk Tribe. Tony explained that she grew up in Seiad Valley and is very excited to work for the Karuk Tribe and respects the Tribe. Being from the local area she understands the community and is excited to begin working for the people.

Martha also introduced Dr. Bardonner. He has been working for the Tribe for four months as the Dental Director in Yreka. He reviewed his past experience and his history prior to coming on board at the Yreka dental facility.

Martha went on to provide highlights of her report. There will be a teleconference with the VA regarding the ability to provide services to veterans the communities that the Tribe serves. She did want to share with the Health Board a press release. Martha went on to explain the partnerships that have been developed.

There were a little less that 200 people vaccinated with the flu vaccine yesterday. This was a good turn out and the staff and clinics are excited to have this completed and more community members vaccinated.

November 8^th is the Youth Leadership Conference in Happy Camp. Mike announced that there are 50-75 kids that are registered and once it begins more kids generally attend.

Barbara is working on compiling the strategic plans from the Health Program and once she is complete then they will be distributed to the Health Board and Directors.

The Modoc/Siskiyou Action Agency funded $12,000 for the Happy Camp Senior Meal program to cover seniors and disabled elderly. Also, Martha provided a senior center program report including a pie graph displaying how much funding is contributed to the program and by what funders.

Dr. Burns developed an employee satisfaction survey that all employees will be taking. He has received 40 responses so far and he will provide information to the Health Board once the employee’s complete their survey questionnaire.

Martha reviewed staffing and retention of the health program, including positions accepted and continuing challenges.

Flo Lopez has received her CPR-Pro which means she can provide training to the providers and certify them. Flo has taken on this initiative and it is a monumental undertaking. Martha thanked her for her dedication.

Martha has one action item. It is an extension to Dr. Madkins’ contract as addendum (5) extending the dates from March 2009 to May 31, 2010.

Leaf Hillman motioned and Sonny Davis seconded to approve addendum (5) to contract 05-C-012 between the Karuk Tribe and Janis Madkins DDS, 7 haa, 0 puuhara, 0 pupitihara.

Martha announced that Dr. Hanst may seek an extension on his commission core service. It is unclear at this time, but considering recruitment and retention she reminded the Health Board of Dr. Hanst employment situation.

She explained that Suzanna’s report identifies a percentage of non beneficiaries that pay their medical/dental bills and at what rate of return versus patient count the health program receives.

Leeon Hillman motioned and Leaf Hillman seconded to approve Martha’s report, 7 haa, 0 puuhara, 0 pupitihara.

Closed Session:

Roy Arwood motioned and Alvis Johnson seconded to uphold CHS denial regarding CHS Case 196 and pay $218 from Third Party, 7 haa, 0 puuhara, 0 pupitihara.

Consensus: to table requests from Tribal Member #503 to Thursday.

Informational: employee #1017 provided reports and information to the Health Board.

Consensus: for employee # 4250 and the EDHHS to review request of clinic closures and implementation feasibility of EHR for the program. Final recommendations shall be brought to the Board on Thursday and they will make a final determination.

Informational: Tribal Member # 1975 informed the Health Board of several policy and health and safety violations at one of the Tribe’s facilities. Complaints regarding staff including demeanor and treatment were discussed.

Robert Goodwin motioned and Leaf Hillman seconded to approve $400 for expenditures relating to Tribal Member # 3019 funeral services, 7 haa, 0 puuhara, 0 pupitihara.

Robert Goodwin motioned and Alvis Johnson seconded to approve seating Florence Conrad to the NCIDC board and Verna Reece as an alternate, 6 haa, 0 puuhara, 1 pupitihara (Florence Conrad)

Leaf Hillman motioned and Florence Conrad seconded to approve travel for Florrine Super to Sacramento, CA November 14, 2008, 7 haa, 0 puuhara, 0 pupitihara.

Robert Goodwin motioned and Florence Conrad seconded to approve $800 to employee # 1211 for the purchase of turkeys to be distributed in the tribal communities, 8 haa, 0 puuhara, 0 pupitihara.

Consensus: to send notice that the vehicle that is charged to the DQMCH budget is to only be assigned to that department.

Informational: employee # 3146 is open to employment transition options.

Florence Conrad motioned and Roy Arwood seconded to approve the call sign KHAA to be submitted as the call sign for Orleans, 7 haa, 0 puuhara, 0 pupitihara.

Sonny Davis motioned and Robert Goodwin seconded Arch’s travel to Anaheim CA. 7 haa, 0 puuhara, 0 pupitihara.

Sonny Davis motioned and Robert Goodwin seconded to Leaf’s travel to Sacramento CA twice, 7 haa, 0 puuhara, 0 pupitihara.

Sonny Davis motioned and Robert Goodwin seconded to approve Leaf’s travel to Washington DC. October 28-30, 2008, 7 haa, 0 puuhara, 0 pupitihara.

Next meeting date: December 4, 2008 in Happy Camp CA.

Alvis Johnson motioned and Florence Conrad seconded to adjourn meeting at 6:11 PM, 7 haa, 0 puuhara, 0 pupitihara.

Respectfully,

________________________________

Arch Super, Chairman

Recording Secretary, Barbara Snider