Karuk Tribe
Health (Annual) Board Meeting
December 3, 2009 – Meeting Minutes
Meeting called to order at 3:22 PM by
Present:
Leeon Hillman, Treasurer (late)
Sonny Davis, Member at Large
Verna Reece, Member at Large
Bud Johnson, Member at Large
Absent:
Leaf Hillman, Vice-Chairman - excused
Quorum is established.
Verna Reece read the Health
Agenda:
Florrine Super motioned
and Bud Johnson seconded to approve the agenda with changes, 6 haa, 0 puuhara,
0 pupitihara.
Minutes of November 5, 2009:
Sonny
Guests:
1.) April Attebury, Tribal Court:
April is present to inform
the Council and audience that the Tribal Youth Wellness Program is operating
and is currently receiving referrals.
She provided a copy of the
Youth Council Leadership documents for the Tribal Council to review. She
modeled it from a national template, and she is asking that the Council take
time to review documents before she seeks final approval at the upcoming
Planning Meeting.
Old Business:
None at this time.
Director Reports
1.) Mike Edwards, Behavioral Health Director:
Mike is present to provide an
updated report. Mike reviewed his report providing information on adoption and the
departments’ quality improvement project on patient cancellations. The QI
project is going and the staff will be completing a patient satisfaction survey
for the program as well.
Staffing is back to 100%
after some health leave. This will assist in the programs full operation. Due
to the understaffing the remaining staff covered very well, but they are
excited to be operating at full capacity again.
Parenting classes have been
taking place and they receive a lot of attendees. They have offered the course
in all communities and receive pretty good attendance.
Within the past year the
Social Services department has made many steps forward to improve the services
to the Karuk Tribal Members. Social Services received accreditation which is
new for the program.
Leeon Hillman arrived at 3:39 PM
Arch asked about the
cancellations noting that there are patient cancellations, clinic cancellations
and no-shows. He would like to know how if the total number of calculated
visits per provider show the cancellations broken out by provider. Mike explained
that the clinic visits count for the mental health provider is just actual
visits the cancellations are not included in the total visit number. Mike did
note that he is going to complete a CQI project on cancellations to attempt to
determine a solution.
Verna Reece motioned and Bud Johnson seconded to approve Mike Edwards’ report,
7 haa, 0 puuhara, 0 pupitihara.
2.) Daniel Pratt, TANF Director
Daniel is present to review
his report with the Health Board. He noted that today is the one year anniversary
of the start of TANF for the Karuk Tribe. He reviewed his report on the
activities of
Daniel met with Head Start
awhile back and did complete a MOU with Head Start which will create compliance
with TANF work or volunteer requirements. Yreka has continued growth and he believes
that there will be a continual growth rate for that community. Happy Camp and
Consensus: to allow Daniel
to seek ACF approval for a large purchase within budget guidelines.
The federal reports have been
submitted and out of a 158 cases all were accepted. All reporting requirements
are met.
Daniel explained that NCAI
provided information regarding cash aid for the TANF program. Northern
California Tribal TANF programs should be involved in resolutions and join the
Tribal TANF’s, then
Verna Reece motioned and Florence Conrad seconded to approve Daniel’s report, 7 haa, 0 puuhara, 0 pupitihara.
3.) Lessie Aubrey, EDHHS:
Lessie reviewed her report
and provided an annual update of her position within the Health Program in the
past year. She assumed the Executive Director position approximately 8 months
ago. She then re-hired Sharon Denz in which the cost savings in medication to
the clients was nearly $135,000.
Indian Health Services found
some additional funding that the Karuk Tribe was able to receive with Phil
Church’s assistance. The Tribe opted to use this funding for painting of the
clinics. The bids went out, were reviewed and a contractor selected for each
site. The work was completed and IHS paid for the painting service and
supplies.
The VA offered the HHS
program to contract with them and Margo Kerrigan recommended that the Karuk
Tribe participate. However, the Veterans sent a proposal to provide these
services in the Yreka area and another agency was awarded the grant.
She worked on emergency
preparedness with a group of dedicated staff. They developed a plan and it was
enacted during a severe weather incident, which did not harm any patients or
close the clinics due to more than adequate planning.
The ACQI Committee was
reinstated and will act as a policy council reviewing all HHS policies prior
the Tribal Council approving them. This Committee was vey successful in the
past and she is glad that it has been reinstated.
Lessie continues to assist
Karen Daniels in her transition into the DQMCH position.
The HHS staff worked very
hard to compile and complete the necessary documents for the State IHP review.
The review went well and the Karuk Tribe was awarded $210,100 and then it was
cut under
The HHS program received
$143,614 for a two year project from HRSA. With the funding the HHS program
funded the HC dental receptionist and later hired an oral surgeon.
She has also developed an
Administrative Management Committee formed of top managers to address internal
management issues. She feels that this is a productive committee.
HRSA informed the Karuk Tribe
that they were eligible to apply for $386,815 for one-time capital improvement
program. HHS allowed IT to apply for an IT center in conjunction with KTHA at
the old hardware store location. The remaining portion of the funding will
expand medical record storage space and provide a CAC with office space.
In July, due to State funding
restrictions the Health Program had enacted lay-offs of staff. After review of
the staffing levels, several vacancies were not filled and other staff had to
absorb additional duties.
There has been trouble on
completing the Cal Trans reports on the wheel-chair van as required. This was
due to a lack of data and to this date she has not been able to piece the
required documentation together for reporting. What she was able to obtain, she
provided the report.
In August, the surveyors from
AAAHC visited the Karuk Tribe and found the health program to be in good
standing. As of November 25, 2009 the HHS program received official
notification that they will receive accreditation for 3 years. This was the
first year under a new accreditation agency for the Health Program as formally
they have been accredited by JCAHO.
Two staff members from OIG in
In September Lessie announced
that she had served her 29th anniversary with the Karuk Tribal
Health Program.
Lessie does have two action
items. She has two contracts for approving that
Her second action item is an
addendum (A-2) to contract to 09-C-078 between Air O Service and the Karuk
Tribe which will be payment for performance bonding for the services to Air O
that IHS will be paying for at $6,725. The funding comes from the modification
to pay for the bonding because of the requirement of the bonding for services
by contractors that work for the Tribe.
Roy Arwood motioned and
Leeon Hillman seconded to approve resolution 09-R-151, 7 haa, 0 puuhara, 0
pupitihara.
Roy Arwood motioned and
Leeon Hillman seconded to approve contract 09-C-078 (A-2), 7 haa, 0 puuhara, 0
pupitihara.
Verna Reece motioned and
Bud Johnson seconded to approve Lessie’s report, 7 haa, 0 puuhara, 0
pupitihara.
4.) Karen Daniels, DQMCH
Karen is present to review
her annual report with the Council.
Leeon asked where she has her
CPR done and how often. Karen has Flo complete CPR needs for the staff that is
required to have it, and Flo is certified to do so. Flo handles her classes and
schedules them as necessary to meet requirements of the staff.
Verna Reece motioned and
Sonny Davis seconded to approve Karen’s report, 7 haa, 0 puuhara, 0 pupitihara.
5.)
Florence Conrad motioned
and Verna Reece seconded to approve Chad’s report, 7 haa, 0 puuhara, 0
pupitihara.
6.) Eric Cutright, IT Director:
Eric provided and overview of
his regular report He has been attending several meetings. He included an extra
page on his report regarding fiber-optic services to
Arch asked why the Karuk
Tribe didn’t apply for the grant. Eric noted that there were restrictions that
weren’t avoidable.
Eric attended a telemedicine
conference on the Coast and it was on how to better provide services. The
primary purpose of telehealth is to provide outside services for patients in
the rural areas. The largest benefit is to the patient, because it doesn’t save
the Tribe a lot of money or assist the provider, but assists the patients and
that is important. He is hoping to have a telehealth plan and he will present
that back to Lessie and the Council for approval.
Eric updated the Council on
the new generator that has arrived and he will continually working on
completing its installation.
Eric provided answers to the
Council on their individual blackberry and laptop questions.
Verna Reece motioned and
Roy Arwood seconded to approve Eric’s report, 7 haa, 0 puuhara, 0 pupitihara.
7.) Vickie Walden, Dental Office Manager:
Vickie provided her monthly
report, as she is behind and she was unable to complete her annual report. She
has one action item which is the purchase of a sterilizer. The additional staff
to accommodate the additional clients, the tools needs to be sterilized and
returned quickly for use.
Florence Conrad motioned and
Sonny Davis seconded to approve procurement and allow the purchase of a new
sterilizer from Henry Schein 7 haa, 0 puuhara, 0 pupitihara.
Leeon Hillman motioned and
Sonny Davis seconded to approve Vickie’s report, 7 haa, 0 puuhara, 0
pupitihara.
8.) Dr. Burns, Medical Director:
Dr. Burns provided an
overview of the GPRA goals to the Board. He provided an update on what the
Karuk Tribal Health Program accomplished to meet the goals and standards across
the nation in which are mandated to meet. The staff has worked very hard to
conduct services that best service the patients and collect the data that is
required to be reported. The GPRA indicators mean that the providers across the
nation are being taught to move away from treating the acute health problems of
patients and become more preventative.
Electronic health records are
also used in the facilities. It has some growth needs but they are beginning to
meet the needs of the staff and the patients. The IT staff is fabulous in
assisting the staff.
Dr. Burns did note that provider productivity has decreased slightly due to the
HER and its use. IT was known that this would happen but it isn’t as bad as
they thought that it was going to be. The productivity will increase again but
it will take time.
The program was accredited.
The new doctor in Yreka is excellent. Fabian is anticipated to work well in
There has been some useful
information distributed regarding H1N1 vaccinations. Dr. Burns believes that
the H1N1 flu shots are distributed with recommendations. With last years flu
shot it created some susceptibility to this years H1N1 virus.
The HAM radios are in the
facility in HC and he is learning how to use it. Dr. Burns will be issuing more
radios to interested facilities once there is some training received on them
and how to use them. He explained on how to use the radios.
Florence motioned and
Sonny seconded to approve Dr. Burns’ report, 7 haa, 0 puuhara, 0 pupitihara.
9.) Patti White, Environmental and information
Officer:
Patti is on travel status but
her report was submitted for the health board to review.
Bud Johnson motioned and
Sonny Davis seconded to approve Patti’s report, 7 haa, 0 puuhara, 0 pupitihara.
10.) Suzanna Hardenburger, Billing Office Manager:
Suzanna is out of the office
with a family emergency but she provided her report for the board to review.
Verna Reece motioned and
Sonny Davis seconded to approve Suzanna’s report, 7 haa, 0 puuhara, 0
pupitihara.
Non Health Employees:
1.) Ruth Rouvier, Language Program
Ruth is present to seek
approval of a contract for catering services for the language speakers circle
in
Florrine Super motioned
and Leeon Hillman seconded to approve contract 10-C-026 between the Karuk Tribe
and Nancy Doman in the amount of $200, 7 haa, 0 puuhara, 0 pupitihara.
Requests:
1.)
Roy Arwood motioned and
Sonny Davis seconded to approve agreement 10-A-018 between the Karuk Tribe and
First Five, 7 haa, 0 puuhara, 0 pupitihara.
Closed Session:
CHS: Case # 210
Verna Reece motioned and
Florrine Super seconded to rescind resolution 09-R-006, 7 haa, 0 puuhara, 0
pupitihara.
Florence Conrad motioned and
Bud Johnson seconded to rescind the resolution 09-R-134, 7 haa, 0 puuhara, 0
pupitihara.
Consensus: to table the
request from another agency to view the research, planning and implementation
of the Title IVE documents.
Consensus: for Mike
Edwards to discuss office space needs with KCDC staff as well as
Roy Arwood motioned and Florrine Super seconded to officially change the name
of the Karuk Tribe’s Behavioral Health department name to “Child and Family
Services” effective immediately; transition into the name change should allow
full use of supplies already in stock, maximizing use of already purchased
supplies, 7 haa, 0 puuhara, 0 pupitihara.
Leeon Hillman motioned and
Verna Reece seconded to approve Stephanie Dolan’s services and have Mike
Edwards and
Consensus: to have Chuck Lent,
Mike Edwards and
Roy Arwood motioned and
Leeon Hillman seconded to allow Tribal Member # 2724 to make payments on travel
costs 7 haa, 0 puuhara, 0 pupitihara.
Leeon Hillman motioned and
Roy Arwood seconded to approve amendment to contract 10-C-024, 7 haa, 0
puuhara, 0 pupitihara.
Sonny
Informational: denied loan
request from Tribal Member # 3539 for a lack of a motion.
Informational: previous
discussions with Yreka area residents lead them to believe that there was going
to be an Elders Worker hired and that KTHA would be providing that service.
There is concern over this information as an Elders Worker is not within KTHA’s
organizational structure. It was noted that a staff member of KTHA was involved
in this discussion and did believe that reviewing options of funding for this
position was a possibility but not an Elders Worker position as defined by HHS
but as defined by KTHA and it’s needs.
Informational: the
Chairman or any other Council Member may address the speeding concerns
regarding employee # 6868 and ask that he slow down in the Tribe’s vehicles.
Informational: Leeon
Hillman would like to remind the Council that the existing staff of KCDC will
need their office location even with the development of a new location. There
are granting requirements that must be met and there is no other location for
this to take place, so when staff approach asking for the office space he would
like to remind the Council of this fact and ask that they take those requirements
under consideration when staff seek additional space for other departments.
Informational: There is a
dam removal meeting in
Florence motioned and
Verna seconded to approve Roy Arwood’s tentative travel to Sacramento CA 12/17-19,
2009, 6 haa, 0 puuhara, 1 pupitihara (Roy Arwood).
Consensus: for the
Chairman to speak to employee # 0033 regarding her procurement process and
following policy.
Florence Conrad motioned
and Leeon Hillman seconded to approve Florrine Super’s travel for the CRIHB finance
committee January 9, 2010, 6 haa, 0 puuhara, 1 pupitihara (Florrine Super).
Leeon motioned and Sonny
seconded to approve travel for Florrine Super, Roy Arwood and Florence Conrad
for CRIHB’s Annual Meeting January 21-24, 2010, 4 haa, 0 puuhara, 3 pupitihara
(Florrine,
Florence Conrad motioned
and Bud Johnson seconded to allow Florrine Super to get snacks for her women’s
and girls cultural class in Yreka for one Tuesday $50 until it is determined of
the actual need; she may use her VISA card for the purchase, 6 haa, 0 puuhara,
0 pupitihara.
Next Meeting Date: January 14, 2010 in Happy Camp, CA
Florrine Super motioned
and Bud Johnson seconded to adjourn the meeting at 8:40 PM.
Respectfully Submitted,
________________________________
Recording Secretary, Barbara Snider