Karuk Tribe – Health Board Meeting

May 10, 2012

Meeting Minutes

Meeting called to order at 3:02pm by Vice-Chairman, Michael Thom. Present:

Michael Thom, Vice-Chairman Alvis Johnson, Member at Large Sonny Davis, Member at Large Crispen McAllister, Member at Large Verna Reece, Member at Large

Absent:

Russell Attebery, Chairman (travel/excused) Dora Bernal, Member at Large (travel/excused)
Jody Waddell, Secretary/Treasurer (travel/excused)

The Health Mission Statement was read aloud by Crispen McAllister and the prayer was done by Sonny Davis.

Verna Reece motioned and Crispen McAllister seconded to approve the agenda as is, 4 haa, 0 puuhara, 0 pupitihara.

Minutes of April 12, 2012:

Sonny Davis motioned and Bud Johnson seconded to approve the minutes of April 12, 2012, 3 haa, 0 puuhara, 1 pupitihara (Verna Reece).

Director Reports:

1.) Alphonso Colegrove:

Alphonso is present to provide a verbal report to the Health Board. He provided a list of priorities that he would like to focus on during the interim of the TANF Department changes. He will focus
on the appeal process. The staffing was approved for some recent duty changing. Michelle Kerr is not going to be returning so they will advertise her vacancy. There have been some issues with
the AOD letters, and the AOD personnel will be directed to complete their own documentation. He will continue to seek approval for administrator privileges for the IT system.
For the new office there is no wiring for the building and they will be doing an RFP to ensure that facility is up and running. They will also address the parking needs for the new office.
For the software equipment, there will be some more beta testing and this will ensure the system is up and running smoothly. The fiscal technician was removed from checks and balances and Alphonso reinstated that activity for that staff to ensure they are all adequately busy and compliant. He will also begin to ensure all the files in each location are uniform.
There is an ACF TANF Report due next week, and he will be submitting that on time.
A work order has been done to have wireless access in Orleans, and he is hoping to have that done. There has been an ongoing problem with receipts, and he has been getting that complete.
They are awaiting an addendum from KTHA for a case worker to move offices in Headway for client confidentiality. He will be following up with staff regarding the chain of command as he is

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Acting Director. The work schedule will have him at all three sites. The discussion of two of his items will be moved to closed session.
He completed his caseload update and that completed his report. He noted that starting new in
this role he would like to ensure that there is open communication between himself and the TANF Board.

Crispen McAllister motioned and Sonny Davis seconded to approve the TANF Report, 4 haa, 0 puuhara, 0 pupitihara.

2.) Vickie Simmons, Clinical Operations Administrator:

Vickie is present to seek approval of 34 policy approvals. They were sent out May 1st. Michael noted that he read them and he as the Vice-Chairman would recommend approval of them.

Bud Johnson motioned and Crispen McAllister seconded to approve 34 policies, 4 haa, 0 puuhara, 0 pupitihara.

She then noted that she was over the limit to her credit card.

Verna Reece motioned and Crispen McAllister seconded to allow the over limit fee to her credit card, 4 haa, 0 puuhara, 0 pupitihara.

Patti White and Lessie Aubrey worked on putting together the patient handbook that was done. She provided each of the Council Members a copy. Incidents and occurrences were 7 for the month of April and 1 complaint.

Verna Reece motioned and Bud Johnson seconded to approve Vickie’s report, 4 haa, 0 puuhara, 0 pupitihara.

3.) Chad Tiraterra, Database Administrator:

Chad is present to seek approval of two action items from Eric. He is away at training. One is an agreement 12-A-049 with Verizon Wireless.

Crispen McAllister motioned and Bud Johnson seconded to approve agreement 12-A-049 not to exceed $45,000, 4 haa, 0 puuhara, 0 pupitihara.

Then his second action item was contract 12-C-054 (1) for $66,000 with CedarLink.

Verna Reece motioned and Bud Johnson seconded to approve addendum (1) to contract 12-C-

054, 4 haa, 0 puuhara, 0 pupitihara.

Chad then went on to provide his report. He noted that the system is up and running. He provided graphs and information on statistics from the RPMS system regarding the clinics.

Verna Reece motioned and Bud Johnson seconded to approve Chad’s report, 4 haa, 0 puuhara, 0 pupitihara.

4.) Eric Cutright, IT Director:

Eric provided his report via email to the Council late which contained informational items briefing the activities of the IT Department within the last month.

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Verna Reece motioned and Crispen McAllister seconded to approve Eric’s report, 4 haa, 0 puuhara, 0 pupitihara.

5.) Vickie Walden, RDA:

Vickie asked that Dr. Shook would like to attend the new Dental Conference in Washington DC. It is for building leadership skills, supervisory skills and the new upcoming treatment for periodontal services. Verna inquired if it was offered closer and Vickie noted that it was not.

Bud Johnson motioned and Crispen McAllister seconded to approve out of state travel for Dr. Shook to Washington DC, 4 haa, 0 puuhara, 0 pupitihara.

Vickie also commented that their next dental staff meeting is 6/14 in Happy Camp. She then discussed the dental programs scope of services, which will be discussed at a later time.

Verna Reece motioned and Crispen McAllister seconded to approve Vickie’s report, 4 haa, 0 puuhara, 0 pupitihara.

6.) Annie Smith, Director of Community Services:

Annie is present to review her report. She is attending the CRIHB Conference June 4, 2012 for a planning session. She thanked the Council for allowing her to attend the best practices conference
for diabetes. She noted that reducing hospital admissions and readmissions is something that she attended and is something that they work on as a team. She is working with the clinics to do check ups on clients and collaborating with hospitals on services for clients.
Annie noted that the numbers that are entered into the system show that two of her staff did not enter their data. She has been working with her staff on that and will have an update next month.
Her budgets are operating smoothly and she will continue to monitor her departmental spending. Annie then also announced that they are working on the 2013 diabetes grant, which is due June
1st. Jaclyn is working on this and they are moving very fast to ensure the deadline is met.

Crispen McAllister motioned and Bud Johnson seconded to approve Annie’s report, 4 haa, 0 puuhara, 0 pupitihara.

7.) Lessie Aubrey, EDHHS:

Lessie is present to review her report. She has a few additional items. In regards to the Tribal Reunion; the Orleans facility has a small staff, they would like to shut down for one day to ensure they are able to work at the Reunion. Lessie noted that some staff is having problems ensuring they have services while they are off. Michael noted that it is a good idea to close the facility. Vickie noted that the same thing happens for the dental office. The staff should identify how to
keep clinic open, possibly staggering schedules. Lessie participated in an interview with the OIG
regarding investigations with the department of HHS, which turned out just fine. Dr. Ash was appointed as the Dental Director for the Yreka clinic and there will be vacancy flown.
She is working on a planning session for the health program and she is identifying facilitators. Lessie noted that she would like to get around the bidding and quotes process because this person specializes in what Lessie is looking for. Then, Laura commented that the policy has to be met
and submitted. It was announced that Patti was told that she could not be on the Planning Meeting Agenda. When the staff has deadlines to meet it is unclear how they are to get action items approved if they are not allowed to present them to the Council.

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Barbara commented that that is not what was told to Patti. She noted that the Planning Meeting agendas were closed by the Council and that Patti needed to utilize deadlines to ensure she is on an agenda for the Council to vote on her policies at regular meetings. Also, she explained that she can be on the Planning Meeting Agenda however; it will be limited and up to the Council. The Council agreed to allow Patti on the agenda to ensure the health program policies are approved in a timely manner and prior to accreditation.
Lessie then announced that she is continuing to work on Title IV-E. Lessie noted that a surveyor is going to look at a Performance Improvement Project and if a policy has been written and followed through the system. Lessie implemented the flu vaccine policy for employees and she reviewed this information. She noted that the reports have been provided to the Council. There is a policy for employees and they will trace that policy through implantation, to approval, to use in the program.
MediCal auditors were onsite at the Yreka facility, and they asked for medication information. Chart information was released, and they were looking for a date specific information and she is unsure if it was what they needed, but she complied as necessary with the requests; she hasn’t heard back from that to date.

Verna Reece motioned and Bud Johnson seconded to approve the Annual Employee Flu

Immunization Policy, 4 haa, 0 puuhara, 0 pupitihara.

The Council tabled Lessie’s report to closed session to discuss staffing changes with her.

Guests: Non-Health:

1.) Jaclyn Goodwin, Grant Writer/Resource Developer:

Jaclyn is present to seek approval of her proposal to the First Nations Native Agriculture and Food systems for a project to build capacity and infrastructure to address the food security issues of Orleans and Somes Bar under resolution 12-R-052.

Verna Reece motioned and Crispen McAllister seconded to approve resolution 12-R-052, 4 haa, 0 puuhara, 0 pupitihara.

Then she presented information on DNR fish and wildlife with a short turnaround. She is hoping that tomorrow she will provide information on the objectives of the project. She will be working with Leaf, Bill and Kari Norgaard on the proposal.

2.) Tiffany Ashworth, Grant Writer/Resource Developer:

Tiffany is present to provide information regarding the Blue Shield of California grant opportunity. She has a very short turnaround time. It is an annual grant, but the funding is by
invitation only, which was just released to the Karuk Tribe this last Monday. The time frame is
short; she will now need to draft it and attempt to seek approval for submission by the deadline. She has been working with Lessie and the other health staff to determine what the needs will be. They will most likely be working to receive medical equipment and medical supplies.
Lessie noted that Indian Health Services is going to provide the equipment. Tiffany noted that the funding may also include funding for staff training and fill in for shortfalls in funding. She would like to attend the planning meeting and if it is done sooner then it could be a phone vote. She will be added to the Planning Meeting Agenda.

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3.) April Attebury, Tribal Court Administrator:

April is present to seek approval of a position description. She drafted the position description and worked with Sara on it. She noted that it comes from CTAS 2011 grant. Michael noted that
he would like to have a place for Sara to sign on the position descriptions so that the Council is
sure that she has tracked it, edited it as necessary and is providing HR guidance on them. April assured the Council that she worked with Sara on the position description but is not opposed to receiving some confirmation from her to present to the Council.

Verna Reece motioned and Crispen McAllister seconded to approve the position description

“Domestic Violence Services Specialist”, 4 haa, 0 puuhara, 0 pupitihara.

April then noted that Tanya is requesting a new cell phone for Alma Mendoza.

Crispen McAllister motioned and Bud Johnson seconded to approve a cell phone for Alma

Mendoza, 4 haa, 0 puuhara, 0 pupitihara.

4.) Robert Attebery, LIAP Administrator:

Bob is present to seek approval for out of state travel. He will be attending a conference with over
700 other administrators in the same field, which will cover a lot of the same programs he administers for the Tribe.

Verna Reece motioned and Bud Johnson seconded to approve out of state travel for Bob Attebery to New Orleans, LA, June 10-14, 2012, 4 haa, 0 puuhara, 0 pupitihara.

5.) Dr. Burns, Medical Director:

Dr. Burns asked for permission to have all the providers have a face to face mandatory meeting for AAAHC preparation. Michael and Dora agree that this needs to take place. Dr. Burns feels that if the providers are asked to be present on a weekend, then they should be compensated with a stipend, or allow the clinics to not have providers for one full work day to accommodate the meeting. The date will be Thursday, May 31, 2012 all providers along with Amy Coapman will
be in attendance.

Bud Johnson motioned and Sonny Davis seconded to approve closing the clinics or having no providers available for May 31, 2012, 4 haa, 0 puuhara, 0 pupitihara.

Closed Session:

Crispen McAllister motioned and Bud Johnson seconded to uphold the Contact health denial and direct CHS payment for cases #239, #240, #241, 4 haa, 0 puuhara, 0 pupitihara.

Crispen McAllister motioned and Bud Johnson seconded to uphold the CHS denial and pay ½ of each CHS Case #232, #236 and #237 totaling $2,884.63 from Third Party, 4 haa, 0 puuhara, 0 pupitihara.

Bud Johnson motioned and Sonny Davis seconded to pay for ½ of dental care for Tribal Member

#D1770 from Third Party, 4 haa, 0 puuhara, 0 pupitihara.

Verna Reece motioned and Sonny Davis seconded to terminate employee #0207 effective

Monday morning, 4 haa, 0 puuhara, 0 pupitihara.

Consensus: for employee #5541 to be allowed his travel to Portland and to follow the travel policy utilizing the clerk when available.

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Consensus: to select employee #IT with compensation as outlined by Laura Mayton with review each quarter.

Verna Reece motioned and Crispen McAllister seconded to approve Lessie’s report, 4 haa, 0 puuhara, 0 pupitihara.

Consensus: no changes will be made in the TANF Program.

Consensus: to deny insurance coverage for softball tournament, consistent with previous denial.

Bud Johnson motioned and Verna Reece seconded to release names from Enrollment to the CHP

regarding accidents, 4 haa, 0 puuhara, 0 pupitihara.

Consensus: to allow previous approval of a loan to employee #3355 to now be released.

Informational: Crispen is going to contribute some of the funding that he raised from his recent run to the youth council. A magazine article that Michelle Obama is putting out is going to have an article submitted regarding the race as well and through this he has heard that Internal Affairs is nominating him for an award, but he is unsure of what it is.

Next Meeting Date: June 14, 2012 at 3pm in Happy Camp, CA.

Bud Johnson motioned and Crispen McAllister seconded to adjourn at 6:54pm, 4 haa, 0 puuhara,

0 pupitihara.

Respectfully Submitted,

Michael Thom, Vice-Chairman

Recording Secretary, Barbara Snider

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