Karuk Tribe of
June 11, 2008 – Meeting Minutes
Meeting called to order at 3:12 PM by Arch Super,
Chairman
Present: (1 minute)
Arch Super, Chairman
Leaf Hillman, Vice-Chairman (late)
Florrine Super, Secretary
Leeon Hillman, Treasurer (late)
Roy Arwood, Member at Large
Alvis Johnson, Member at
Large
Robert Goodwin, Member at
Large (late)
Absent:
Sonny Davis, Member at Large
(excused)
Health Mission Statement was read aloud by
Agenda: (1 minute)
Florrine Super motioned
and Leeon Hillman seconded to approve the agenda, 5 haa, 0 puuhara, 0
pupitihara.
Minutes for May 8, 2008: (5 minutes)
Florence Conrad motioned
and Alvis Johnson seconded to approve the minutes, 3 haa, 0 puuhara, 2
pupitihara (Florrine Super & Leeon Hillman).
Florrine would like the
Council member absences to be noted as excused or not excused. Barbara will
determine this and note it on the minutes moving forward.
1.) Mike Edwards, Behavioral Health Director: (13
minutes)
Mike presented additions to
his packet and distributed to the Council. Mike presented organic certification
of the garden at the Ish Kayish Ranch. With this certification on the organic
crops grown at the Ranch they can now be sold and marketed as “organic”. The
Co-Op in
This is the fourth year that
the Social Services program has applied for the Title 4E grant and it has been successful.
It offsets costs to children that are removed form their homes and placed in
foster care. There are two parts that include funding. Both funding portions
are used for support of families of children in foster care and assisting
families in staying together or reconciling. There are an estimated 18 Karuk children
that are in out of home placements nation wide and with this funding all
children may access the funds it is not restricted to service area, but
services the Tribal children.
The Council explained that
Mike’s resolution as drafted has errors and those must be fixed prior to
submission.
Leeon Hillman motioned and
Florence Conrad seconded to approve resolutions 08-R-070 to Title IVB and
08-R-069 to Title IVB with changes, 5 haa, 0 puuhara, 0 pupitihara.
Leaf Hillman entered the meeting.
Florence Conrad motioned
and Alvis Johnson seconded to approve Mike’s report, 6 haa, 0 puuhara, 0
pupitihara.
2.) Vickie Walden, RDA: (3 minutes)
Vickie is not present, but
her written report is provided for review of the Health Board.
Florrine Conrad motioned
and Leeon Hillman seconded to approve Vickie’s written report, 6 haa, 0
puuhara, 0 pupitihara
3.) Martha Schrock, EDHHS: (19 minutes)
Martha provided highlights of
her board report to the Council.
Dr. Bardonner, potential
Dental Director Candidate, is on hold as his
The staff continues to work on Strategic Planning. As previously reported the
health staff identified the overall tribal strategic plan was not objective
including timelines so they are fine tuning their planning sections for better
encompassing of goals.
A letter from CHS has been
sent to all clinics warning of the possible loss of CHS services or reduction
of services based on the budget.
The third party balance is approximately
$23,000.
David Eisenberg has submitted
his resignation and his last day is July 11th.
Dr. Willett will be taking
some vacation time so the other staff has determined they will cover for him in
his absence handling only minor issues until his return with Dr. Hanst backing
up electronically and telephonically for support.
The Karuk Community Health
clinic was saddened by the loss of a staff member. Dr. Burns and his staff have
determined to not hire a RN, but replace the absent position with an advanced
MA position. There are slight storage issues and the facility and they are
looking into pricing some storage space for charts at a reasonable cost.
Suzanna is pulling data to
determine collections, billing and a percentage of Medicaid and Medicare visits
to anticipate what revenue may be coming in and what the rates could possibly
be. This is the first time that this report will be ran to obtain an estimated
snapshot of projected revenue from a community. This has come up in discussion
due to the difference in patient counts and revenues from each clinic.
Dr. Willett believes that his
patient count is low due to his small community and the declining growth. The
telephone systems are working better with only one glitch in the last month.
CAIR provided a report on how
the program did with their audit and Martha contributed that to Anthony
Ballard’s hard work.
Martha presented travel for
Amy Coapman. It is for HIV testing training and will only need perdiem as the
costs are being offset by the Federal Government.
Florence Conrad motioned
and Roy Arwood seconded to approve out of state travel for Amy Coapman to Denver
CO July 21-24, 2008, 6 haa, 0 puuhara, 0 pupitihara.
Martha presented a proposal
to the
Robert Goodwin entered the meeting.
The proposal has been
submitted through the internal process and is generally applied for. The
proposal is for early intervention services and direct clinical services to
individuals in the early stages of HIV infection.
Leaf Hillman motioned and
Leeon Hillman seconded to approve resolution 08-R-074 for a grant proposal to
Dr. Hanst, Medical Director
YR facility: (4 minutes)
Dr. Hanst is present to
provide an update to his report that is generally attached to Martha’s report.
He updated the Council explaining that the clinic will be having a new FNP on
board in the first week of July. She is a Physician Assistant and a FNP which
allows her more freedom to work closely with patients. The pain management
seminar that was put on by Lessie Aubrey and Dr. Burns was very informative.
Dictation for the record keeping is working well including workability and increasing
the patient count.
The IHI (institute healthcare
improvement) was attended and is about the model of care that is for patients.
He will give his first presentation to the managers on the training as it was
very beneficial and sharing the information will assist others in healthcare
improvement initiatives. He is preparing for the Tribal Reunion and believes
they are setting up some good stuff. He thanked Karen Daniels and Vickie
Simmons for their information on GPRA indicators and how well they work toward
the goals of the health program with GPRA.
Leeon Hillman motioned and
Florrine Conrad seconded to approve Martha’s written report, 6 haa, 0 puuhara,
1 pupitihara (Robert Goodwin).
4.) Patti White, Database Administrator: (3 minutes)
Patti provided an overview of
her written report.
Patti provided an update to
her clinic report noting the dental data showed that their patient count was
down and that was an error as they were up 60 visits. The same error is noted
for social services.
Florence Conrad motioned
and Leeon Hillman seconded to approve Patti’s report, 7 haa, 0 puuhara, 0
pupitihara.
5.) Eric Cutright, IT Director: (9 minutes)
Eric is present to review his
written report with the Council. He would like to purchase computer mounts for
all three clinics to move to EHR implementation. Chad Tiraterra actually
obtained the procurement quotes and worked very hard determining the best
service and during procurement found the lowest price of $6,704.40 to
Nextwarehouse. The purchases will be funded from the Blue Shield grant.
Robert Goodwin motioned
and Alvis Johnson seconded to approve procurement and allow the purchase of the
clinic wall mounts in the amount of $6,704.40, 7 haa, 0 puuhara, 0 pupitihara.
Eric then presented
highlights of his report. He noted that the People’s Center is moving toward
being fully online.
The KCDC building re-wiring
is taking place. It is ongoing and will be taking place for the next couple
weeks. A battery back up failed a while back and within the next couple weeks
he will need to replace it. He will bring that information back to the Council
for approval.
Dr. Burns explained that the
Karuk Dictionary and photos can be sold online through payloadz.com to generate
revenue.
Florence Conrad motioned
and Leaf Hillman seconded to approve Eric’s report, 7 haa, 0 puuhara 0
pupitihara.
6.) David Eisenberg, PHN: (22 minutes)
David provided his written
report to the Council and has one action item. He explained that KTOC was awarded
funding for child passenger safety seats and with receipts the BIA refunds the
purchases. David is now seeking approval of a resolution accepting the funding.
The Council explained the resolution is incorrect and David will need to
correct the errors prior to the Chairman signing the resolution.
Florence Conrad motioned
and Florrine Super seconded to approve resolution 08-R-041, 7 haa, 0 puuhara, 0
pupitihara.
Flo Lopez distributed
information she collected through a survey that has been done for the Elders in
each community. However, the data collected only contains comments or
suggestions from the Happy Camp Community. The Council previously distributed a
directive for the Elders workers in each area to complete a needs assessment of
the Elders so that a broken down list of priorities including needs of the
elders could be presented back to the Council. This survey is still in the
preliminary stages and will need to be further broken down to include specific
needs and also each community Elder worker needs to complete their area. David
Eisenberg was assigned to oversee this task as the Elders Director Supervisor.
David explained that this is still a work in progress. Erin Hillman has met
with the Elders workers and the LIAP committee in which the information sharing
can take place regarding Flo’s survey.
The budget has been going
well and the good news is that the diabetes budget is under spent and with good
spending that budget should not run out. For the EAPC grant clients have been
moved under the HRSA grant where allowable and that has freed up EAPC funds.
Florence Conrad motioned
and Leaf Hillman seconded to approve David’s report, 7 haa, 0 puuhara, 0
pupitihara.
7.) Daniel Pratt, TANF Director: (20 minutes)
Daniel provided a response
from HSU on their data presented to the State regarding a response to the
numbers calculated using State and Tribal Census data. The State is currently
reviewing the HSU clarification and will respond in the first of next week on that
clarification.
Florrine Super motioned
and Leeon Hillman seconded to approve Daniel’s report, 7 haa, 0 puuhara, 0
pupitihara.
8.) Lessie Aubrey, DQMCH: (18 minutes)
Lessie appreciated the
decorations at the Headway and noted that it really brings out the culture of
the Karuk people.
Lessie asked if the Council
realized that she saved the Tribe funding in the amount of $2,500. She broke
out the pain management attendance in travel budgets which saved funding.
Lessie then provided an
overview of the highlights in her report.
The State IHP application has
been submitted and she thanked the Council for their work toward staff
assisting.
The Indian beneficiary
meeting was reported back to the Council. She hasn’t received any further
information but provided the contact information for other tribe’s for
information purposes. Lessie will provide Hector Garcia of Self-Governance with
a copy of the report regarding billing of Indian beneficiaries and the conflict
identified by IHS so that he may follow this.
There is a whole chapter on
AAAHC for governance and she would like the Council to pay attention to
performance reporting. She is available to assist the Council if they would
like it.
Lessie has benchmarks to meet
and report on quarterly for the Plumas proposal. She is working on it and doing
well.
Lessie provided information
on the goals and comparisons reports and noted the highlights of the Council.
She explained that when reports find communication errors; Lessie will meet
that by forwarding the reports to the board, but would like to understand how
the board could receive the information and understand it. Possibilities could
be having the reports presented by the persons who do it and other options; it
is still undetermined.
Florrine Super motioned
and Leeon Hillman seconded to approve Lessie’s report 6 haa, 1 puuhara (Robert
Goodwin), 0 pupitihara.
Guests: Non-Health Employees:
1.) Erin Hillman, Dir. Admin. Programs &
Compliance: (7 minutes)
Leaf Hillman motioned and
2.) Susan Gehr, Language Director: (14 minutes)
Susan is requesting contract
approvals for the language department. The contract covers work for updates,
corrections and suggestions for improvement to the Karuk Dictionary. There are
different amounts based on the tasks that some individuals were qualified to
perform however the contracts all cover work to the Karuk dictionary.
Leaf Hillman motioned and
Leeon Hillman seconded to approve contracts 08-C-039, 08-C-040, 08-C-041,
08-C-042, 08-C-043 as presented, 6 haa, 0 puuhara, 0 pupitihara (
Closed session:
Consensus: to table
discussion regarding Tribal Member # 06 to Wednesday. (14 minutes)
Dinner break (43 minutes)
Robert Goodwin motioned
and Leaf Hillman seconded to uphold the CHS denial for CHS Case # 192 and pay $139.66
from Third Party, 7 haa, 0 puuhara, 0 pupitihara (10 minutes)
Leaf Hillman motioned and
Consensus: to allow CHS
Supervisor to review requests and implement a case by case basis for approval based
on experience of client use and due to low level of funding. (2 minutes)
Consensus: to allow
emergency hire employee # 5789 to work with supervisor on obtaining necessary
paperwork for release of funds from payroll within policy. (13 minutes)
Robert Goodwin motioned
and
Consensus: to table
request from Tribal Member # 1482 to the Wednesday planning meeting. (6
minutes)
Consensus: to set a
meeting between the Chairman, Vice-Chairman and employees # 3413, 3146, and 1653
to discuss the HRSA and State IHP grants. (16 minutes)
Consensus: to have the
management team discuss security concerns and review a plan for communication
and action in an emergency at the medical clinic. (8 minutes).
Consensus: to assign employee
# 3146 to plan an appreciation for service for employee who is resigning.
Consensus: to set meeting
with attorney and Council members to travel to
Florence Conrad motioned
and Leaf Hillman seconded to approve the CFO recommendations and implement immediately
to freeze all non critical hires from the indirect cost pool, freeze on all pay
increases, review current vacancies and evaluate filling positions, stop all
travel unless absolutely necessary, review of spending from indirect and issue
memo to staff to hold purchases to only absolutely necessary to October 1st
, approve voluntary reduction in hours, if approved by supervisor, and
readjusting salary for selected staff to line items of more appropriate and
allowable budgets. Notice shall be sent out to all employees tomorrow, 7 haa, 0
puuhara, 0 pupitihara. (19 minutes)
Consensus: to table MOA’s
for
Leaf Hillman motioned and
Florrine Super seconded to approve Siskiyou Plumbing to complete repair to
Tribal Member # 1666 heating system in the amount of $943.20 from
discretionary, 7 haa, 0 puuhara, 0 pupitihara. (6 minutes)
Consensus: to deny request
from Tribal Member # 1966. (1 minute)
Consensus: to deny request
from Tass Croy (1 minute)
Consensus: to table
request from Tribal Member # 650 to the Wednesday planning meeting. (1 minute)
Consensus: for the
Executive Assistant to contact Olin Jones for a meeting between the Council and
him at his earliest convenience. (1 minute)
Informational: The Council
was addressed regarding YR clinic patient count, Wednesday planning meetings,
and the seriousness of the indirect shortfall and how that impacts the Tribe.
Reiteration over travel suspension only for necessary travel was discussed and
the finance server being up and running smoothly needs to be done. (6 minutes)
Leaf Hillman motioned and
Roy Arwood seconded to purchase a 2000 Duckworth from # D01733 in the amount of
$15,000, 7 haa, 0 puuhara, 0 pupitihara. (8 minutes)
Consensus: for the
Executive Assistant to obtain estimates for suggested upgrades. (1 minute)
Leaf Hillman motioned and
Next meeting date: July 10, 2008
Robert Goodwin motioned
and Alvis Johnson seconded to adjourn at 8:37 PM, 7 haa, 0 puuhara, 0
pupitihara. (1 minute)
Respectfully submitted,
______________________________
Arch Super, Chairman
Recording Secretary, Barbara Snider