Karuk Tribe – Health Board Meeting

September 9, 2010 – Meeting Minutes

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

Roll Call:

Arch Super, Chairman

Phil Albers, Vice-Chairman

Leeon Hillman, Treasurer (late)

Dora Bernal, Member at Large

Florence Conrad, Member at Large

Verna Reece, Member at Large

Bud Johnson, Member at Large

Sonny Davis, Member at Large

Absent:

Florrine Super, Secretary (excused)

The Health Mission Statement was read aloud by Vice-Chairman, Phil Albers.

Quorum is established.

Agenda:

Verna Reece motioned and Phil Albers seconded to approve the agenda with additions, 6 haa, 0 puuhara, 0 pupitihara.

Minutes of August 12, 2010:

Florence Conrad motioned and Sonny Davis seconded to approve the minutes of August 12, 2010, 5 haa, 0 puuhara, 1 pupitihara (Phil Albers).

Guests:

1.) Arch Super, Chairman:

Arch, Phil and Dora took the opportunity to provide a plaque, flowers and a brief acknowledgement to Lessie Aubrey for 30 years of service to the Karuk Tribal Health Program. Lessie announced that it is the Health Program’s 30 year anniversary too. The Council all stood and applauded Lessie for her years of service and dedication; each individually making statements to Lessie. Bud thanked Lessie for her years of service and announced that she was here in all his years as the former Chairman of the Tribe and it was and continues to be a privilege to work with her. Phil announced that this is an incredible achievement as she is not only a part of the community but a part of the Tribe and also a Tribal Member that has worked this long for the Tribe. To have anyone see her consistency and dedication is an example to so many. Arch thanked Lessie for her work and noted that it has been great working with her over the last twelve years with different projects and in different capacities. Florence thanked Lessie for all that she does. She has known Lessie for a number of years and noted that Lessie was her nurse for her daughter and there is a history there including the years of hard work that she has provided both personally and professionally. Sonny thanked Lessie for what she has done for the Tribe, the Health Board and the people that she works with. Verna thanked Lessie for her work and noted that it is a privilege to know her. Lessie responded that she loves medicine, working and loves the health field. She enjoys working and thanked the Council for the opportunity to work for and with the Tribe. Lessie noted her previous employment explaining the course of development to her current position as Executive Director of Health and Human Services.

Several staff and audience members announced their experience with Lessie, complimenting her on years of service along with noting their direct interaction with her.

2.) Robert (Bob) Goodwin, Self-Governance Coordinator

Bob is present to provide an update to the Council. He noted that last week he sent out a meeting announcement regarding a planning meeting scheduled for today for his upcoming consultation that he and Florence will be attending in Washington DC. Bob would like a directive issued to the staff that did not attend and prioritize their program needs to be put forward on their behalf. The directive shall be regarding their program needs and that Managers or Directors contact him to either discuss or provide written comments on the issue they are having with funding or assistance. The Council will issue a directive to obtain the information that is needed to ensure he and Florence is prepared to discuss the programs on behalf of the Tribe. Bob did a conference call October 5^th with Dennis Whittlesey in Sacramento. Dennis advised of the opportunity to have individual meetings regarding the Tribes gaming endeavors and this will provide the opportunity to have attention brought to just the Karuk Tribe’s issues. By consensus the available Council Members will attend the meeting in Sacramento with Bob and Dennis Whittlesey; Sonny Davis, Dora Bernal, Arch Super, Phil Albers and Bob Goodwin will attend the meeting October 5, 2010 and Bob will keep the Council informed of any further developments.

3.) Florence Conrad, Member at Large:

Florence would like to seek approval for her and Arch to attend the CRIHB 41^st annual board of directors meeting in Santa Rosa, CA October 21-24, 2010.

Phil Albers motioned and Dora Berna seconded to approve Florence and Arch to attend CRIHB Meeting, 6 haa, 0 puuhara, 0 pupitihara.

Director Reports:

1.) Daniel Pratt, TANF Director:

Daniel is not present as he is attending sobriety camp but his written report was included in the Health Board packets for review. Verna asked what the “adult activities” are that is noted in his report. Elsa was brought in to explain adult activities. She explained that it is any communication either via phone or paperwork with adults enrolled in the TANF Program.

Florence Conrad motioned and Verna Reece seconded to approve Daniel’s report, 6 haa, 0 puuhara, 0 pupitihara.

Elsa returned later to clarify that the adult activities is considered to be any work or schooling activities. They are required to do 20 hours a week to receive assistance and the case workers show how many are maintaining their compliance and what the count is of that compliance.

2.) Mike Edwards, Family and Children Services:

Mike is present to review his written report. He has one action item which is a resolution for Title IVB subparts 1 & 2 for funding. This funding is for supporting children in out of home placements whether it is adoption, county court or tribal court. In any of these types of cases the funding can be used to assist the family with drug and alcohol treatment.

Florence Conrad motioned and Sonny Davis seconded to approve resolution 10-R-080, 6 haa, 0 puuhara, 0 pupitihara.

Phil inquired if the application deadline was met, and Mike noted that he did complete the funding application in compliance with the deadline. As it clearly noted the deadline is a few months prior to now, Phil asked if Mike was permitted an extension or allowed further time to submit the required documentation. Mike explained that the resolution didn’t need to be submitted, just the application which he completed in time and was not late in submitting it.

Mike continued to review his written report. The department saw a few less clients due to staff training. He continues to work on the patient satisfaction survey on patient cancellations.

The program has transported over 400 clients in this fiscal year and as of this month 80 clients. The staff continues to meet regularly with TANF to share case information.

The next ICW meeting is September 14, 2010.

Mike is going to be part of a panel for “beyond the bench” which is discussing customary adoption. Even though this was passed and implemented July 1^st there are still several discussions that need to take place, which he will be involved with.

The funding for the live Scan machine did go toward the machine but it cannot be used as frequently as he and Sara previously thought. The machine will still be used by foster care parents but it cannot be used across the Tribe for employees and others, due to State restrictions.

Verna Reece motioned and Florence Conrad seconded to approve Mike’s report, 6 haa, 0 puuhara, 0 pupitihara.

3.) Vickie Walden, Dental Office Manager:

Vickie is present to review her written report. She enjoyed her three week vacation. It was the first time in twelve years that she took a vacation. She traveled with a staff member to training which she was very interested in seeing those different programs and how they operate.

Vickie announced that she is finalizing plans for software purchasing. She is having quotes completed and is reviewing the need of software and space. She likes the new digital equipment and sees how that will benefit the patients but there will be some learning curves, however the staff is going to have training provided by the software company. Vickie is hoping to set a meeting on needed renovations of the dental wing to move to digital software. She then went on to explain that Dr. Do has returned and is seeing patients and continued to review her written report.

She noted that the Tribal Reunion was very nice and enjoyed it very much. Head Start programs are up and running and she is hoping to work closely with Patty Brown on the requirements of screening for the children.

Leeon Hillman arrived at 3:35 pm

The hygienist and Dr. Do provided kids with sports guards in the community. Vickie will have a more current budget report for next month.

Verna Reece motioned and Phil Albers seconded to approve Vickie’s report, 7 haa, 0 puuhara, 0 pupitihara.

Vickie noted that the luncheon that was hosted by Vickie Simmons and Lessie Aubrey acknowledging health program staff and years of service was very nice and appreciated.

4.) Lessie Aubrey, EDHHS:

Lessie is present to review her written report. She explained that there are more videos that are available from the Fire Safe Council that pertain to information on fire safety for homes and property. She did not know who to provide that information to, so she will provide it to Erin Hillman.

She conducted budget review of the Health Program with Laura Mayton, which shows that everything seems to be operating well except for the Orleans facility. However, there were several pieces of equipment that was needed for that clinic and that was pretty much a one time purchase. Moving forward their facility will not need to be upgraded in one year. Florence explained that there are still needs for the Orleans facility; Lessie will talk to Fabian about this, as it is his responsibility. Lessie noted that the wheel chair van isn’t being used and the State isn’t happy with requirements that aren’t being met. Erin asked if the staff looked into the granting requirements to determine if in fact the State is allowed to put a lien on the van. Lessie and Patti have noted that that was not a requirement and now, the staff is trying to meet the requirements of the van use to bring it into compliance.

Lessie explained the staff day results and it seems that the staff had several results. Laura suggested discussing this and Leeon’s previous discussion with the Council. This will be moved to closed session for further discussion by the Council.

Lessie went on to discuss HRSA and the strategic planning that she attended. She noted that the performance improvement project ideas can be marketing and really trying to get more patients involved to increase the patient population that use the facilities. Lessie will begin planning for the health program strategic planning and is wondering if the Tribal Council would like to have an agency wide plan or departmental plan. Lessie also asked that the Council inform of reporting needs by the Council if she’s reporting information that they don’t like.

The Oroville Meeting had good attendance and it was nice to have that support.

Dora Bernal motioned and Leeon Hillman seconded to approve Lessie’s report, 7 haa, 0 puuhara, 0 pupitihara.

5.) Chad Tiraterra, Database Administrator:

Chad is present to review his written report with the Council and seek approval for his one action item. It is an agreement with Indian Health Services 10-A-055 for Beta Testing at the Tribe. Phil inquired why this was done today and not prepared and sent to them in advance to ensure there was enough time to review it. Chad responded that he didn’t know that there were this many requirements internally to get things approved and would have had it done correctly had he known. Now that he knows the process he’ll ensure that things presented such as this are distributed accordingly.

Florence Conrad motioned and Verna Reece seconded to approve agreement 10-A-055, 7 haa, 0 puuhara, 0 pupitihara.

Chad went on to explain his program and RPMS with its usernames and passwords that can be used across the differently technical fields at the Tribe’s different administration sites. Chad also revised the patient registration forms making them editable as they weren’t previously. This will cut down on the time it takes to complete paperwork when you enter one of the health facilities.

Phil Albers motioned and Leeon Hillman seconded to approve Chad’s report, 7 haa, 0 puuhara, 0 pupitihara.

6.) Vickie Simmons, DQMCH:

Florence apologized for not attending the ACQI Meeting.

Vickie reviewed her report and noted that Laura Olivas really assisted her with the Diabetic Grant. She thanked Laura Mayton for allowing Laura Olivas to assist her explained how great it was to have the assistance and keeping the program from losing funding.

Vickie then went on to provide information on complaints to address any concerns coming from patients or clients at the health facilities. Vickie attached the meeting minutes of ACQI meeting held last month.

Verna Reece motioned and Sonny Davis seconded to approve Vickie’s report, 7 haa, 0 puuhara, 0 pupitihara.

Phil asked about patient identification of a patient. Vickie noted that there is a process on verifying patients and she believes that this information isn’t being inserted into EHR which is accounting for the low score. It is a matter of process for the patient and providers to complete patient identification and it happens in the charting but if that data is not inserted into the electronic health record then the facility is not credited for completing it.

7.) Eric Cutright, IT Director:

Eric announced that the Data Center is moving forward. He would like to purchase power racks that will support the power needs for monitoring and controls that allow remote monitoring, infrastructure with the data center. It is procurement for $17,558.46 with CDWG.

Florence Conrad motioned and Verna Reece seconded to approve the purchase, 7 haa, 0 puuhara, 0 pupitihara.

Eric then went on to explain the broadband progress and he is anticipating information by September 30^th. There were two rounds of broadband proposals and Eric is hoping to have at least one funded that will increase services to rural areas. There is a meeting on September 29^th in Eureka regarding Broadband. Bari Talley will be attending and Eric will be asking a member of his staff to attend as well since he will be out of the office. Arch may attend as well so Eric will forward that information to him.

There is construction taking place at the administration office, and that will conclude the power supply during a major power outage for the Administrative Complex. This should be done sometime in November or December. Arch asked about the company that left equipment in town and the Tribes interest in using that left behind equipment. Eric believes that the equipment could be used which would save money but he is still discussing the legalities of abandoned equipment and what that use would include.

Phil inquired about the docx ability on the Tribe’s computers. Eric explained that he will fix Phil’s but does not plan on uploading the new software to the staff’s computers. Eric noted that the staff needs more training so they want to upload that software in stages. Eric will work on Verna’s email access as well because she isn’t able to connect and receive her email.

Bud Johnson motioned and Verna Reece seconded to approve Eric’s report, 7 haa, 0 puuhara, 0 pupitihara.

Non Health Employees:

1.) Laura Mayton, CFO:

Laura is present to seek approval of the Joseph Eve contract for auditing.

Phil Albers motioned and Leeon Hillman seconded to approve the agreement with Joseph Eve, 6 haa, 0 puuhara, 0 pupitihara (Dora absent for vote)

2.) Ruth Rouvier, Language Department:

Ruth is present to seek approval for five action items. Her first action item is procurement for an iMac computer with Capitol Business Machines in the amount of $2,504.00.

Leeon Hillman motioned and Dora Bernal seconded to approve the purchase of the laptop from Capitol Business Machines, 7 haa, 0 puuhara, 0 pupitihara.

Then she presented the second procurement which is for Legal Books Distributing in the amount of $3,325.18. It is sole source because they are the only distributer of the large Karuk dictionary.

Leeon Hillman motioned and Bud Johnson seconded to approve the purchase from Legal Books Distributing, 6 haa, 0 puuhara, 1 pupitihara (Florence Conrad).

Then she presented procurement for the purchase from B&H for $7,639.03 for recording equipment and supplies needed for recording and documentation of language program activities.

Dora Bernal motioned and Sonny Davis seconded to approve the purchase of equipment, 7 haa, 0 puuhara, 0 pupitihara.

Ruth has a contract for approval which is with Rhonda Croy to prepare meals for the upcoming language conference workshop being held in Yreka. The contract is 10-C-119 and Rhonda was the only person to submit a bid.

Verna Reece motioned and Sonny Davis seconded to approve contract 10-C-119 between the Karuk Tribe and Rhonda Croy, 7 haa, 0 puuhara, 0 pupitihara.

Ruth then requested to allow having the lodging fees paid for by the language program for a language participant.

Verna Reece motioned and Florence Conrad seconded to approve lodging for Sally Berlowdewski, 7 haa, 0 puuhara, 0 pupitihara.

Closed Session:

Florence Conrad motioned and Sonny Davis seconded to approve paying $514 from Third Party for Tribal Member # 892, 7 haa, 0 puuhara, 0 pupitihara.

Consensus: to table contract 10-C-118 and have the Council’s recommended changes inserted to the contract. This will be tabled to Thursday’s Planning Meeting.

Florence Conrad motioned and Leeon Hillman seconded to approve out of state travel for Sue Burcell and Jaclyn Goodwin travel to Reno NV September 21-22, 2010, 7 haa, 0 puuhara, 0 pupitihara

Phil Albers motioned and Leeon Hillman seconded to approve travel for Verna Reece, Florence Conrad, Tanya Busby and April Attebury to Spokane WA October 4-5, 2010, 5 haa, 0 puuhara, 2 pupitihara (Florence and Verna).

Sonny Davis motioned and Phil Albers seconded to approve resolution 10-R-106 appointing April Attebury, Florence Conrad and Arch Super to the NCTCC, 7 haa, 0 puuhara, 0 pupitihara.

Florence Conrad motioned and Verna Reece seconded to deny loan request from Tribal Member #3316, 7 haa, 0 puuhara, 0 pupitihara.

Informational: A tribal Member that is going to be presenting a request for further education which Council Member Florence Conrad referred them through the appropriate process, but she wanted to update the Council on that matter.

Informational: update from the Vice-Chairman on NCTCA was provided to the Council.

Consensus: to table NCAI full membership discussion to Thursday’s Planning Meeting.

Consensus: to postpone Tribal Member #3615 loan payments for three months.

Verna Reece motioned and Florence Conrad seconded to deny request for legal services from Tribal Member # GD, 6 haa, 0 puuhara, 1 pupitihara (Bud Johnson).

Consensus: to table request from Tribal Member # NS to Thursday’s Planning Meeting.

Florence Conrad motioned and Sonny Davis seconded to approve provider appointment, 7 haa, 0 puuhara, 0 pupitihara.

Next Meeting Date: October 14, 2010 at 3pm in Happy Camp.

Verna Reece motioned and Florence Conrad seconded to adjourn meeting.

Respectfully Submitted,

_____________________________

Arch Super, Chairman

Recording Secretary, Barbara Snider