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02/26/2013 MINUTESFaris — Lamar County Y eafth Department 400 West Sherman Street Paris, Texas 75460 LIS Voice: 903- 785 -4561 www.parislamarhealth.com * Minutes of Special Meeting Paris - Lamar County Board of Health The Paris - Lamar County Board of Health held a special meeting at 6:00 p.m. on Tuesday, February 26, 2013, at the Paris - Lamar County Health Department. Board members in attendance were Dr. Rick Erickson, Dr. Keith House, Dr. Mark Gibbons, Dr. William George, Ms. Kristi Martin, and Mr. Bill Strathern. Others in attendance were Mrs. Gina Prestridge, Ms. Cheryl Johnson and Ms. Shannon Chase. Not in attendance was Dr. Lav Singh. Meeting called to order at 6:05 p.m. by Dr. Erickson. Ms. Martin made the motion and was seconded by Dr. House that minutes from the November 13th, 2012 meeting be approved. Mrs. Prestridge, Executive Director, updated board on moving into new bldg. at end of January, tour of building, Federal and State Auditors were here around February 2nd and 3rd with only minor dings, nothing serious, including QA minutes not being typed and also evaluations of Dr. Green and Dr. Scott need to be done by the Board. (Stacy or Michelle may have form from hospital), need written PHC screening and eligibility policy written, standard operating procedures written, and basic policies written. State gives you approximately 6 weeks to do any corrective actions. Open house is planned for 1St or 2 "d week of April. Kristi will help Gina plan an open house event. Dr. Green came up with a mail out fundraiser for donations to purchase medical equipment and clinical exam items. A tree mural will be put on the west lobby wall and all donors will have a leaf put on the tree and due to level of donation, the leaf with either be bronze, silver or gold. Hilliard's will donate materials or labor for drive -thru. We still have $15,000 left out of the $110,000. renovation budget, and we still need fire alarm system. Current fire alarm goes from front of the building to back of the building. Fire Marshall will not allow only one alarm, due to fire wall, and New Hope must have a lot more eyes and sprinklers due to someone living on the premises. Waiting on bid expected from $5,000. - $8,000. Current fire alarm not working. Fire Marshall issued temporary CO for 90 -120 days. Security system is working. TML has the insurance coverage on the building and New Hope reimburses us for their portion of building insurance. Mosquito fogging is really not effective and very costly to spray. Fogging is only effective for approximately 15 minutes while it resignates in the air. Fogging is not an effective method of control as the droplets of chemicals must be in the air when the mosquitoes are flying in order to hit and kill the mosquitoes. When the spray dissipates or dries, the mosquitoes that have not been touched by the spray can come back and reproduce. The effects of larviciding can last up to 120 days, while spraying lasts only as long as it is in the air. Larviciding (controlling the mosquito population before adulthood) is more effective. Only have approximately $13,000.00 in budget to spray, so Mrs. Prestridge went to John Godwin and explained that she was having to contract with an individual at $25.00 per hour plus mileage to spray. She asked Mr. Godwin to send a City employee to be trained for the Vector control license (at Paris - Lamar County Health Department expense) to cut down on contract hourly wage and eliminate mileage. The Health Department cannot go onto private property so can only treat standing water on public property. Mr. Strathern wants someone from State to advise Board on mosquito abatement. Dollars stretch farther with larviciding than spraying. Last year, dunks were given to City employees to place in standing water. Received an email from John Godwin that Paris - Lamar County Health Department and WIC employees are not City employees. Paris - Lamar County Health Department was using salary orders by grade /step levels from City, but now advised that is just a reference so we need some clarification. Mr. Strathern advised that Dr. Hashmi and Mr. Strathern had a deal to leave the City of Paris alone until we got moved and everything was up and operating the way we wanted it, then Dr. Hashmi and Mr. Strathern were going to try and proposition the County and the City into an inter -local agreement. According to Mr. Strathern, Dr. Hashmi is talking about July or August timeframe. Dr. Erickson said it would be nice to have inter -local agreement before budget time. Dr. Erickson advised if we start now then we have time to give it to the County and to the City for them to make changes to it. Ms. Prestridge gave a copy to Kent Mcllyar, City Attorney, when she was hired and would like to go off of that inter -local agreement that contained certain verbage. The Health Department currently does not have a HR policy, but currently uses the City HR policy and procedures. City is still handling checks and benefits, but in the future, the health department and board will be responsible for own benefits, HR policy and procedures, pay and grade, liability ins., health ins., etc... and then must be approved by County and City. City is pushing for us to go out on our own. With the Boards approval, the City could continue to keep our books for a fee. City will help us find retirement and insurance carriers. Sandy Collard will help write HR policy and procedures. Need inter -local agreement stating we are not city or county employees and defines what the city and county responsibilities are, and they will fund the shortfall (50/50) at the end of each budget year, and not just financially assist in the shortfall. Also, needs to state we are our own entity, the city will do the bookkeeping for an agreed percent or certain dollar amount. The inter -local agreement is a legal document. Ms. Martin made a motion to proceed with inter -local agreement then write policies and procedures. Per Dr. Erickson, let's start and we will see if we can get it done before budget, or then at Dr. Hashmi's convenience in September or October..... (Mr. Strathern interrupted Dr. Erickson by saying Dr. Hashmi thinks Gina talks too much and she should stay away from City Hall.) Mr. Strathern said to write the inter -local agreement and get the City and County to approve, including finances. • Mr. Strathern has a few questions and wants to know the answers. Why do we have all doctors on the Board? Why don't we have an OB -GYN on the board? Need to come up with agreement as to what should be on the board and why. Why do we need a dentist on the board? Board by -laws were approved at a prior meeting, by -laws and protocol for Board. City currently selects board members, but according to inter -local agreement they will no longer be responsible for board. Administrative Board will run the Paris - Lamar County Health Department. County did not nominate any board members. Inter -local agreement could allow city to nominate 3 and county to nominate 3 members. Ms. Martin made motion to proceed with looking at inter -local agreement and verbage. Failed for lack of a second motion. Ms. Martin made motion to proceed with making changes on the draft of inter -local agreement that was presented to Kent Mcllyar. Failed for lack of a second motion. Dr. Erickson read some of the inter -local agreement out loud to answer a few of Mr. Strathern's questions. Dr. Erickson read all vacancies of the Health Department Board of Directors will be filled by appointments made by the board and approval by joint resolution of Lamar County Commissioners Court and City Council. Per Texas Statue regulations, the Board is made up of 2 medical doctor, 1 dentist, 1 veterinarian, and 3 lay persons or professional persons as the County and City sees fit. The members must live in the area for 3 years and the Health Board Directors can serve without term limits. Dr. Erickson made the motion and was seconded by Dr. House for this meeting to be adjourned at 7:15 p.m. &W* Z), A4t"W Respectfully submitted by: Cheryl D. Johnson Approval motion made by Dr. House and seconded by Dr. Erickson at the August 6, 2013 meeting.