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The Vermilion County Board of Health meets monthly, except for the month of December.
Minutes are taken at each meeting, and willl be posted on this site following their approval by the full board; meaning the minutes for each month's meeting will be posted follwoing the next mnoth's meeting and board approval.
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June 21, 2011
May 17, 2011
October 19, 2010
September 21, 2010 Meeting
August 17, 2010 Meeting
July 20, 2010 Meeting
June, 2010; No meeting
May 18, 2010 Meeting
May 14, 2010, Special Meeting
April 21, 2010 Meeting
March 16, 2010 Meeting
February, 2010 No Meeting
January 19, 2010 Meeting
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VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
June 21, 2011
7:00 PM
Present: Jason Asaad, Judi Benjamin, Dr. Karen Broaders, Dr. Jane Cooney, Brenda Larson, Jim Meharry and Dr. Todd Miller.
Absent: Lori DeYoung, Ivadale Foster and Connie Ostrander.
The meeting was called to order by President Judi Benjamin at 7:11 PM.
Lori DeYoung, Ivadale Foster and Connie Ostrander asked to be excused from tonight’s meeting.
A motion was made to approve the agenda as presented.
Motion: Jim Meharry
Second: Dr. Jane Cooney
Motion carried unanimously.
A motion was made to approve the minutes of the May meeting.
Motion: Jim Meharry
Second: Dr. Jane Cooney
Motion carried unanimously.
Fiscal Status
Shirley Hicks informed the Board that we have not received any Health Protection money for FY2011 which ends June 30, 2011. This is money we receive for Communicable Disease/Immunizations, Food, Water and Sewage programs. We are required to perform these services as a certified Health Department. We have been informed that the paying of bills has been extended by the State. Normally the bills for the current fiscal year are paid by the September after the Fiscal Year ends on June 30. The date for payment has now been extended to December as it was last year. We did receive all of our payments by December 2010 for the fiscal year that ended June 30, 2010.
Jim Meharry asked how many employees we have. Shirley Hicks told him 30. He asked what our payroll was running. Donna Dunham told him approximately $35,000 every two weeks.
At the end of May, we had approximately $288,400 in the bank. Donna Dunham gave a projection to the board through January of 2012. The money would be getting low the end of August but we should get our first tax distribution in September and the other one in October. Therefore, we would still be okay financially if we did not get our Health Protection 2011 money until December.
Per the financial report through May, we are over in a couple of line items. We are over in Dues/Licenses and also in Maintenance/Repair. Donna Dunham explained that we are over in the Dues/Licenses line because the Auditor, Linda Anstey, wants us to run items through this line that we had originally budgeted through 4361 or Contractual. Therefore the money was budgeted but we were unaware that we should be running these items through 4363 Dues/Licenses. Maintenance/Repair is also over. We estimated this last year and obviously estimated low. Also, one Maintenance contract was in 2010 and we did not receive it until 2011.
A motion was made to approve the Budget and Expenditure report for May 2011.
Motion: Brenda Larson
Second: Jim Meharry
Motion carried unanimously.
Old Business:
The Board discussed changing the meeting dates and intervals due to the decrease in action items since our reorganization last July. Shirley Hicks had mailed a survey to the Board asking them to select the most convenient and reasonable change for the meetings.
Option 1: No changes….plan to meet 11 times per year (each month except December)
Option 2: Change to seven months per year:
January March May
June July September
November
Option 3: Change to meeting five times per year:
January April June
July October
The Board was also asked if they would prefer to meet at 6:00 PM or keep the time we currently meet at 7:00 PM. There was another line asking if they preferred to change the meeting date which is currently the third Tuesday of the month.
Much discussion ensued regarding the time, date and intervals of the meetings.
A motion was made to retain the meeting date as the third Tuesday of the month, change the time to 6:00 PM and choose Option 2 of seven months per year.
Motion: Dr. Todd Miller
Second: Dr. Karen Broaders
Motion carried unanimously.
The change will be effective immediately. However, it was discovered that at least three of the Board members would not be able to attend the July meeting date of July 19th. Therefore, it was decided that the July meeting would be held at 6:00 PM on Tuesday, July 26th.
New Business:
Shirley Hicks brought up the discussion of VCHD fee schedule for TB and Immunizations. We have never charged for TB testing if the individual lived in Vermilion County. We charged $7.00 for those individuals who did not live in Vermilion County and for administration of all other vaccinations. This amount was based on the amount we could receive from Medicaid.
In a continued effort to recover the costs associated with services, we have researched the actual costs for us to administer a vaccine. It minimally costs us $14.00 to administer a vaccination without factoring in total overhead costs. We administered 620 TB tests last year or $8,680 if we had charged the $14 administration fee. This does not allow for any increased costs of serum, supplies or administration.
Much discussion ensued about the administration fee for immunizations and TB. It was decided that we must look at this in order to survive. We would still not turn anyone away that could not afford to pay. Ms. Hicks will look at all costs and bring the information back to the Board for a decision.
Ms Hicks will talk to Mr. Laker to make sure that with the transfer of the TB levy to the Health Department that we do not have to keep giving services for free.
Shirley Hicks informed the Board that the City of Danville received a $400,000 Brownfields grant. This means that our $400,000 Brownfields grant can be extended further in the County sites. Danville sites will be covered by their grant.
Items of Information:
None.
A motion was made to adjourn.
Motion: Dr. Todd Miller
Second: Dr. Karen Broaders
Motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
May 17, 2011
7:00 PM
Present: Judi Benjamin, Dr. Jane Cooney, Lori DeYoung, Ivadale Foster, Brenda Larson, Jim Meharry, Dr. Todd Miller and Connie Ostrander.
Absent: Jason Asaad and Dr. Karen Broaders.
The meeting was called to order by President Judi Benjamin at 7:24 PM.
Jason Asaad and Dr. Karen Broaders asked to be excused from tonight’s meeting.
A motion was made to approve the agenda as presented.
Motion: Jim Meharry
Second: Ivadale Foster
Motion carried unanimously.
Fiscal Status
Donna Dunham reported that we are spending around $102,000 per month in expenses. At the end of April we had approximately $402,000 in the bank. Jim Meharry asked if we are receiving sufficient money each month to cover our expenses. Donna Dunham informed him that some months yes and some months no. She also stated that the agency is regularly receiving the grants that they had anticipated receiving monthly such as WIC and PHEP. WIC did get behind in February but caught up in April. Health Protection ($210,643) has been vouchered at the State level on January 5, 2011. Currently, the State is processing vouchers through November 4, 2010.
Shirley Hicks explained that there has been a lot of talk at the State level to cut the funding for the Health Protection grant. The cuts can be anywhere from $171,000 to $1.7 million. The programs funded by this grant are our core programs such as Communicable Disease, Immunizations and Environmental Health.
Ms Hicks has sent letters of appeal for help from Chad Hayes and Mike Frehrichs with an explanation of what cuts from this grant would mean to our agency and community.
Ivadale Foster wanted to know why Repair and Maintenance expenditures were over budget. Donna Dunham explained that the timing of receipt of the maintenance agreements affects this. She also explained that this line item will continue to be over because a maintenance contract that was due in November was not received until May.
A motion was made to approve the Budget and Expenditure report for February, March and April 2011.
Motion: Ivadale Foster
Second: Jim Meharry
Motion carried unanimously.
Old Business:
None.
New Business:
Shirley Hicks asked the Board to give approval to a budget amendment for up to $45,000 from the Illinois EPA. This grant is supplemental money for services we are required to provide. This money would improve our Fund Balance. However, the County does not want us to take the Budget amendment through until all money is received. We have received the first three quarters and have about $9,000 left to claim through June 2011. Shirley Hicks was asking the Board to give their approval now so that when we get the total dollars in, we can go to the committees at the County level to get the Budget Amendment approved. Therefore, if we did not have a Board of Health meeting prior, the approval would be in place.
A motion was made to approve a Budget Amendment for up to $45,000 for an EPA grant that has been awarded and partially received. When the full amount is received, the Health Department will take the Budget Amendment to the County committees and County Board for approval.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
Ms. Hicks asked the Board to discuss the convenience of the Board of Health meeting dates and times. Since we have had difficulty getting a quorum for meetings, she thought that perhaps we needed to explore changing the frequency or timing of the scheduled meetings. The scope of our meetings has narrowed with the closing of half of the Health Department in 2010 and we do not need as many meetings or have as many voting items as we used to have.
Ms. Hicks reported that according to the bylaws, the Board of Health is required to have at least 4 meetings per year. Lori DeYoung asked if we could move the meeting up to an earlier time such as 6:00 PM. Jim Meharry said that he would prefer not to have the meeting prior to 6:00 PM due to his work schedule.
Many scenarios were discussed and it was decided that Shirley Hicks would prepare three scenarios for meetings and poll the Board as to what scenario works best for the majority of members.
Ms. Hicks then asked the Board if the morning notification of the meeting by phone was working out for them. Some prefer to have it remain the same and others wanted to be emailed, texted or notified by an earlier day.
Shirley Hicks had the Board indicate on paper how they would like to be notified and the contact numbers available to them for notification.
Items of Information:
None.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
October 19, 2010
7:00 PM
Present: Kay Banta, Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry and Connie Ostrander.
Absent: Jason Asaad, Dr. Karen Broaders, and Dr. Todd Miller.
The meeting was called to order by Vice-President Judi Benjamin at 7:11 PM.
Jason Asaad, Dr. Karen Broaders and Dr. Todd Miller asked to be excused from tonight’s meeting.
Shirley Hicks added item C to the Items of Information – Presentation for Kay Banta.
A motion was made to approve the agenda as amended.
Motion: Ivadale Foster
Second: Judi Benjamin
Motion carried unanimously.
A motion was made to approve the regular minutes from the September 21, 2010 meeting as presented.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
Fiscal Status
Fiscal status is very good at this time with a balance of approximately $333,000. This balance includes the repayment of $225,000 plus interest of the original $300,000 County loan. Shirley Hicks informed the Board that we are waiting for more old State money to repay the remainder of the loan. We received the last of the Family Planning money today which was approximately $14,500. This amount was approved for payment from the General Revenue Fund on March 18, 2010. Our next amount approved is for approximately $70,000 of Family Case Management money that was approved on April 1, 2010. Therefore, we should be receiving the $70,000 within a few weeks. When that is received we will repay the balance of the loan. Shirley Hicks remains on furlough until the loan is repaid in full.
The additional $70,000 owed from the State for Family Case Management money was not approved until 8/26/10 and probably will not be received until the end of the
calendar year or beginning of 2011.
In our budget and expenditure report, we are only over in the line for Unemployment. Most of the other lines are significantly under the revised budget numbers.
Donna Dunham informed the Board that the State still owes us approximately $ 140,000 in General Revenue Fund money. Illinois Department on Aging owes us about $60,000. She has contacted the State to find out when we can expect the IDOA funds but can not get anyone to return her calls or emails. Medicaid still owes us money. They pay rather slowly. They probably owe us around $80,000.
A motion was made to approve the September 2010 Budget and Expenditure report and the Cash flow balance.
Motion: Judi Benjamin
Second: Connie Ostrander
Motion carried unanimously.
Old Business:
Shirley Hicks reported that we have given 988 influenza vaccinations to date. Our clinics are slow. We have contracted with Health Alliance for their Medicare patients, Ameren, Cellular One, the State of Illinois employees and Landmark Credit Union. We may go offsite if we have adequate staffing for the clinics.
Jenny Trimmell reported that we only have 6 RN’s on staff now. Two are with WIC, three are with Immunizations and Jenny Trimmell. The two from WIC can not be pulled for vaccinations and we can not pull all three nurses from immunizations at the same time. Thus this limits us to do walk-ins. We have been fortunate to have student nurses from Lakeview, DACC and U of I to help out with flu clinics. Their instructor must be present and one RN employed by the Health Department must be in the room also.
Dr. Jane Cooney asked how many vaccinations could potentially be wasted. Shirley Hicks estimated that approximately 1,500 could be wasted. We are trying to decide what direction we may have to take for the remainder of this year and the future years if we continue to give the vaccines.
We are hoping that insurance companies will contract with us. We have approached them before but they have never agreed because all we do is influenza vaccinations.
New Business:
Connie Ostrander presented a slate of officers for FY 2011. The slate is as follows:
Judi Benjamin – President
Jason Asaad – Vice-President
Ivadale Foster – Secretary.
President Kay Banta asked three times for nominations from the floor. Being none, nominations were closed.
A motion was made to accept the slate of officers as presented.
Motion: Jim Meharry
Second: Dr. Jane Cooney
Motion carried unanimously.
Items of Information:
We are currently fully staffed. We do have the open position for the LEHP I that is projected to be filled by December 1.
Ms. Hicks reported that she has seen a desk audit come through for WIC and Family Case Management. It will be interesting to see how we are to fill it out since we no longer have FCM.
Shirley Hicks presented Kay Banta with a framed letter signed by Ms. Hicks on be half of the Board of Health. The letter thanked Kay for her 24 years of service and her leadership/guidance throughout the years she served as a volunteer. She was always actively involved at the State and National level of Boards of Health.
Kay Banta addressed the Board and thanked them. She stated that she had always enjoyed her position on the board and although she would miss it, she felt it was time to resign.
Ms. Banta will be missed.
A motion was made to adjourn the meeting.
Motion: Judi Benjamin
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
September 21, 2010
7:00 PM
Present: Jason Asaad, Kay Banta (by phone), Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson and Dr. Todd Miller.
Absent: Dr. Karen Broaders, Jim Meharry and Connie Ostrander.
The meeting was called to order by Vice-President Judi Benjamin at 7:13 PM.
Dr. Karen Broaders, Jim Meharry and Connie Ostrander asked to be excused from tonight’s meeting.
A motion was made to approve the agenda as presented.
Motion: Ivadale Foster
Second: Brenda Larson
Motion carried unanimously.
A motion was made to approve the regular minutes from the August 17, 2010 meeting as presented.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
Fiscal Status
Fiscal status is very good at this time with a balance of approximately $343,000. This balance includes the repayment of $225,000 plus interest of the original $300,000 County loan. Also included in expenditures to date is the payment of $33,000 for the influenza vaccine.
In our budget and expenditure report, we are only over in the line for Unemployment. Most of the other lines are significantly under the revised budget numbers.
Donna Dunham informed the Board that the State still owes us approximately $318,000 of old money. The remaining money is earmarked to come from the General Revenue Fund. When Ms. Dunham went on the website, the General Revenue Fund has only paid monies accepted for payment through 2/8/10. Our acceptance dates are in March and April. It will be a while before we receive that money.
We have received the $22,000 from Court of Claims that we were shorted for State FY 2009 for HFI and AOK due to errors by two State employees. We were surprised to receive this money this quickly. Sometimes, it can take years to be paid through Court of Claims.
Donna Dunham informed the Board that we will have to file Court of Claims on $8,500 that was not presented for payment at the State level. The employee that handles our processing of claims for the Health Works Illinois grant thought our program ended in March and did not process April and May payments.
Donna Dunham presented a projection of cash flow and balance through June 30, 2011. It is a very conservative estimate with no accounting for flu revenue dollars, and only estimating federal money coming through until at least March. In March, she projected that we would have received at least ½ of the Health Protection money at $105,000. The estimate did not include the paying back of the $75,000 plus interest but as more state money arrives, this will be paid back perhaps in smaller increments.
A motion to approve the August 2010 Budget and Expenditure reports and the Cash flow balance was made.
Motion: Dr. Jane Cooney
Second: Dr. Todd Miller
Motion carried unanimously.
A motion was made to allow Kay Banta to participate in the meeting by phone.
Motion: Jason Asaad
Second: Dr. Jane Cooney
Motion carried unanimously.
Old Business:
None.
New Business:
Shirley Hicks started a discussion on discontinuing the Friday furlough days for the remaining employees effective Friday, October 8. She explained that Chairman McMahon has voiced that he and the Board will not support the Health Department’s return to a 5 day work week. He made it perfectly clear that we could not come back and ask for a loan. However, he stated that if we stayed at 4 days, they would support us even if it took 10 million dollars.
Shirley Hicks told the board that she did not believe that we would be able to go to the County for any loan in the future. However, it is a disservice to the community and to our employees to try to get a 5 day work week completed in 4 days. The work is lagging behind and the longer we stay at 4 days, the more backlogged the work will get.
Shirley Hicks stated that she had tried to inform Chairman McMahon and the Health and Education committee that the programs that we have retained are still at full-time service expectation – only the time available in which to service the clients has decreased.
A discussion ensued regarding the 5 day work week.
Shirley Hicks recommended to the Board that we restore the 5 day work week effective Friday, October 8.
A motion was made to approve the discontinuation of the employee Friday furlough and restore the 5 day work week starting with Friday, October 8.
Motion: Kay Banta
Second: JasonAsaad
Motion carried unanimously.
Items of Information:
Ms. Hicks reported on staffing. Last month she reported that we had an RN who took a position at the V A. We have filled her position with an RN that we had previously laid off due to the discontinuation of her program.
We are currently fully staffed. Our only open position is the LEHP I that was not projected to be filled until December 1.
Shirley Hicks reported that we have received 3,000 doses of the influenza vaccine. We intend to start our clinics on Friday, October 1. She and Doug Toole are working on a press release to go out on Wednesday, September 22nd. We have mailed our postcards to past clients in the hopes of their returning to the Health Department for their vaccinations.
Ms. Hicks reported that we could not go offsite this year because we do not have the staff. We are down to 4 RN’s. In the past we had always borrowed RN’s from other departments to help.
Kay Banta informed the Board that she did not seek re-appointment to the Board of Health and that her last meeting will be the October meeting. With this vacancy and the vacancy we still have from the relocation of Dr. Warner, Ms. Hicks asked the Board to tell anyone interested to call the County Board office for an application.
Kay Banta named Jason Asaad and Connie Ostrander as the nominating committee for Board President, Vice President and Secretary for the County FY 2011. The slate of officers needs to be presented at the November meeting.
A motion was made to adjourn the meeting.
Motion: Dr. Todd Miller
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
Return to Top
VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
August 17, 2010
7:00 PM
Present: Jason Asaad, Kay Banta (by phone), Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson and Jim Meharry.
Absent: Dr. Karen Broaders, Dr. Todd Miller and Connie Ostrander.
The meeting was called to order by Vice-President Judi Benjamin at 7:20 PM.
Dr. Karen Broaders, Dr. Todd Miller and Connie Ostrander asked to be excused from tonight’s meeting.
A motion was made to approve the agenda as presented.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
A motion was made to approve the regular minutes from the July 20, 2010 meeting as presented.
Motion: Dr. Jane Cooney
Second: Ivadale Foster
Motion carried unanimously.
Fiscal Status
Fiscal status is still healthy at this time. We received $200,000 tax distribution in July and approximately $120,000 from the State. The amounts from the State included final payments for HFI, TIPCM and catching Health Works up from October to January. The bank balance to date was approximately $350,000. This included a payment for ½ of the loan from the County plus interest in the amount of $156,130.02.
Donna Dunham reported that we have received $86,774 in August. This includes $52,500 from Medicaid owed to us from our FCM federal match for the third and fourth quarters of 2009 calendar year.
In some lines on the budget sheet, it appears that we have overspent in some lines – salaries, rent, and maintenance/repair. This is because we spent more the first half of the year due to the fact that we had more programs and then had to revise down from the original budget amounts.
We are over in unemployment due to the fact that we have had more unemployment in the first quarter of the year than expected. Part of this is because the billings for payment come out of the quarter following the obligation.
A motion to approve the July 2010 Budget and Expenditure reports and the Cash flow balance was made.
Motion: Ivadale Foster
Second: Jason Asaad
Motion carried unanimously.
Old Business:
A motion was made to amend the Bylaws to include the allowance of electronic attendance due to illness of member, employment purposes or illness/emergency with family member.
Motion: Ivadale Foster
Second: Jason Asaad
Motion carried unanimously.
Kay Banta in attendance by phone could now be a voting member.
New Business:
Shirley Hicks presented the revised budget for FY 2011 to the Board. The original budget as rejected by the Health and Education committee on July 29, 2010.
Work 1 was rejected by the committee because we had budgeted a 3% raise in our numbers. Since the union contract is open for negotiations again this year and we are unsure of the amount of increase that may be negotiated, we decided to budget high so that the increase would be covered. Health and Ed committee questioned giving raises at all since we owe the County $300,000 and they pointed out that $200,000 of our bank balance included an advance of our tax levy. Chairman McMahon stated that if we take out the $300,000 owed to them and the $200,000 advanced tax levy, we would be in the hole $500,000. He and the committee questioned how we could consider raises and longevity to be paid out?
Shirley Hicks informed them that only union employees received a 1% increase last year and we wanted to include the 1% with whatever increase is decided this year to catch up the non-union salary increases. Otherwise we have a disparity in salaries within the same pay grade on a salary schedule approved by the County Board in 2006.
Mr. McMahon and the committee wanted to see a four-day work week into the new fiscal year. Shirley Hicks stated that she could not in good conscience entertain that idea into the new fiscal year. Our programs are behind in duties now because of the 4-day work week and public health will suffer if we are not restored to a 5-day work week. She informed them that it is our intention to return to a 5-day work week by the first of October if our State money continues to come in. She informed them that it is our intention to pay back ½ of the loan plus interest within the next few weeks. Mr. McMahon cautioned her against that stating that if we pay it back, we will not be able to get another loan from the County. Ms. Hicks stated that she was well aware that the County would not be loaning the Health Department any more money and she would not ask.
Mr. McMahon and the committee wanted the 4 day work week to continue to save costs. Ms. Hicks informed them that the State will not pay for grants at 100% while we are only working 80%. The resources would be cut so no money would be built up.
Work 2 was developed after the Health and Ed committee rejected Work 1. In Work 2, we are asking for 2% raises for non-union, restoration of a 5-day work week, our Health Educator position will be eliminated and FICA and IMRF will be paid in full for the Financial Director and the Director of Environmental Health. Ms. Hicks will also be taking a 20% furlough until the loan is paid back. However, if the loan is paid back within this fiscal year, Ms. Hicks will be at full pay and full work week.
A motion was made to accept the Work 2 proposed budget for FY 2011.
Motion: Kay Banta
Second: Dr. Jane Cooney
Motion carried unanimously.
Dr. Jane Cooney had to leave at 8:13 PM.
Shirley Hicks presented the new organizational chart to reflect the downsizing that has occurred since January.
A motion was made to approve the Organizational Chart as presented
Motion: Ivadale Foster
Second: Jim Meharry
Motion carried unanimously
Items of Information:
Ms. Hicks reported that we have had a resignation. One of our RN’s in Communicable Disease will be leaving to accept a position with the VA. We have not received any applications to replace her. With the work week at four days and 20% cut in pay, it is unlikely that we will get many interested applicants. We have also been informed by one of our clerical staff that she is actively seeking work within the County.
The Board was informed that Ms. Hicks signed the extension of the PHEP (Bio) grant. We were allowed to extend the unused funds from this year to next year. These funds totaled about $25,000. She also signed one month extensions for the PHER I, II and III grants. The monies are restricted as to expenditures.
Ms. Hicks, also, signed applications for Potable Water (approx $800), Health Protection (approx $210,643), PHEP ($75,591) and Lead ($4,000)
A motion was made to adjourn the meeting.
Motion: Jason Asaad
Second: Kay Banta
Motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
July 20, 2010
7:00 PM
Present: Kay Banta (by phone), Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry and Connie Ostrander.
Absent: Jason Asaad, Dr. Karen Broaders and Dr. Todd Miller.
The meeting was called to order by Vice-President Judi Benjamin at 7:22 PM.
Jason Asaad, Dr. Karen Broaders and Dr. Todd Miller asked to be excused from tonight’s meeting.
Under New Business, Items #G - Annual Reports and #H - Discussion of By-law change were added.
A motion was made to approve the agenda as amended.
Motion: Ivadale Foster
Second: Jim Meharry
Motion carried unanimously.
A motion was made to approve the regular minutes from the May 18, 2010 meeting.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
Fiscal Status
Fiscal status is healthy at this time. We received $250,000 from the State in June. These amounts included the second half of the Health Protection grant of over $100,000 and other payments were for Healthy Families Illinois, Targeted Intensive Prenatal, and All Our Children through December 2009.
Shirley Hicks reported that the $75,000 loan from the Solid Waste fund has been appropriated but not yet drawn on. Our hope is that the money will not have to be drawn out.
The State still owes us about $600,000. We are not getting any additional dollars now which is not unusual. If the State is going to pay according to the prior years, final payments for the current Fiscal Year usually reach us by the end of August to mid to late September.
If we receive the money from the State on schedule, we plan on paying at least ½ of the Loan plus interest to the County before November 30, 2010. If possible, we would like to pay the other half of the loan and accrued interest this fiscal year or at least during the next fiscal year.
We also received a $200,000 tax distribution that was deposited today.
Donna Dunham reviewed the financial statements with the Board. The only line item that we are over budget in is the Repair and Maintenance line. This is due to the fact that we have to pay the maintenance contracts when they come due.
A motion to approve the May and June 2010 Budget and Expenditure reports and the Cash flow balance was made.
Motion: Dr. Jane Cooney
Second: Brenda Larson
Motion carried unanimously.
Old Business:
None.
New Business:
Shirley Hicks presented the proposed budget for FY 2011 to the Board. Our total budget request is $1,464,180. This is down from our FY 2010 budget request of $3,321,000.
Ms. Bogart questioned the small amounts budgeted for Unemployment and Workman’s Compensation. There is only $1,000 each budgeted for FY2011. Ms. Hicks stated that she had Donna Dunham run the number for a five-year period prior to this fiscal year. The average for Workman’s Comp was $410 per year and the average for unemployment was $750 per year. She informed both Ms. Bogart and Ms. Anstey that we rarely pay unemployment because we have the backup documentation to support the employee’s termination.
Ms. Hicks reported that she and Donna Dunham had met with Nikki Bogart, the County Financial Officer and Linda Anstey, the County Auditor earlier that day. They were concerned that the County Board would not be happy about the rent reduction from $70,000 to $50,000. Ms. Hicks explained that the money from the WIC budget that normally went to rent has been diverted to the payment of the FICA and IMRF benefits. Normally WIC paid rent of $25,000 and for the FY 2011 budget only $10,000 can be allocated. She also explained that our occupancy decreased by approximately 30% with the termination of the granting programs. The other granting programs covered approximately $30,000 of the rent. With reduction of these resources, it is impossible for us to cover the full amount of rent.
Ms. Hicks addressed Ms. Anstey’s concern about the remaining FICA and IMRF not being covered by our budget. For FY 2011, WIC will be covering their portion and the Solid Waste budget will be covering its portion. This means we will be covering 42% of the total FICA and IMRF for the FY 2011. Ms. Hicks stated to Ms. Anstey and Ms Bogart that Donna Dunham had run the numbers and in order for us to cover the remaining FICA and IMRF and the additional $20,000 for rent, we would have to ask for a 50% increase in our tax levy. She stated that it was her understanding that this was not a direction the County Board wanted to go. Ms. Anstey and Ms. Bogart confirmed that the goal was to not raise taxes.
Ms. Hicks was directed to research what it costs for us to occupy the building. The building is approximately 24,000 square feet and we previously occupied about 20,000 square feet. The superintendent’s office occupies 3,500 square feet and we share the conference room. There are severe issues with the building. The roof leaks, the ceiling tiles are falling in, there is mold growing……. There are items too numerous to mention. Jim Meharry and Jane Cooney thought that we should start looking around for other occupancy. Ms. Hicks informed them and the rest of the Board that the clinic rooms had to have access to hand washing. And we also need a huge storage space for records retention.
A motion was made to accept the proposed budget for FY 2011.
Motion: Jim Meharry
Second: Dr. Jane Cooney
Motion carried unanimously.
Shirley Hicks reported that Mr. Laker had signed the Summer Food grant for $200. The grant is paid for inspections of summer food sites such as Laura Lee Fellowship House, YMCA and Boys and Girls Club. We are paid $100 for each inspection.
Ms. Hicks explained that she had received a call from Vince Champagne, from Department of Children and Family Services, asking us to accept the Health Works Illinois grant starting October 1, 2010. This would be a nine-month grant. Shirley told him that the County would probably not let us accept it unless it paid for the total amount of expenditures – salary, FICA and IMRF, supplies, etc. He thought that they could accommodate our needs. DCFS is required to track the health care of all wards of the State and that is the function of the Health Works Illinois grant. He assured Shirley that the money for us would be covered by federal funds for State FY2011. This would assure us of receiving the money in a timely manner.
Ms. Hicks informed the Board of the extension of the remaining dollars of the Public Health Emergency Preparedness grant for FY 2010 through July 31, 2011. This amounts to approximately $30,000 that will be rolled over into our PHEP grant to be expended in FY 2011. We saved this money by diverting the salary and fringes into the H1N1 funding for FY 2010.
We have received the WIC grant for FY 2011. The grant award is $434,000. Mr. Laker signed the grant prior to his retirement.
Shirley Hicks handed out the Annual Reports. She commented that next year’s report would be significantly different.
The Board proposed a by-law change to allow Board members not able to physically attend our meeting to attend and vote by phone. The by-laws will be changed to reflect that act. The draft will be sent out for approval at the next Board of Health meeting in August.
Items of Information:
Ms. Hicks informed the Board that Aunt Martha’s may possibly be renting some space in our building. We have been informed that they intend to house two staff members from the Family Case Management program here so they can have easier access to our WIC clients. Ms. Hicks met with their staff and informed them that we will have to work with the barriers in regards to protecting our clients’ privacy, but we will cooperate with them as much as possible.
Ms. Hicks stated that we have finally received our Audit for County Fiscal Year 2009. We had one finding. One of the WIC charts that were pulled for audit did not have the signature of the staff evaluating the eligibility of the client. The client was eligible and did receive services but the Staff will be informed of the oversight and asked to be more aware of the signature requirement.
Vice-President Judi Benjamin asked to move the August meeting to the fourth Tuesday, August 24th. The Board agreed.
A motion was made to adjourn the meeting.
Motion: Dr. Jane Cooney
Second: Brenda Larson
Motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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VERMILION COUNTY HEALTH DEPARTMENT
BOARD OF HEALTH MEETING
May 18, 2010
7:00 PM
Present: Jason Asaad, Kay Banta, Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry, Dr. Todd Miller and Connie Ostrander.
Absent: Dr. Karen Broaders.
The meeting was called to order by President Kay Banta at 7:05 PM.
Dr. Karen Broaders asked to be excused from tonight’s meeting.
A motion was made to approve the agenda as presented.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
A motion was made to approve the regular and executive minutes from the April 21, 2010 meeting.
Motion: Ivadale Foster
Second: Dr. Jane Cooney
Motion carried unanimously.
A motion was made to approve the minutes of the special Board of Health meeting for May 4, 2010.
Motion: Ivadale Foster
Second: Judi Benjamin
Motion carried unanimously.
Fiscal Status
Fiscal status is stable at this time. Hopefully with the loan from the Solid Waste Fund of $75,000 we will be able to make it to June 30, 2010. We should get approximately a $200,000 real estate tax levy distribution the early part of July. Hopefully this will sustain us until the State starts paying their final bills which normally occurs in August.
Mr. Laker reported that our Line of Credit with the County for $300,000 plus interest will be due on July 13, 2010.
Old Business:
None.
New Business:
A motion was made at 7:22 PM to enter into and Executive Session: Pursuant to the Illinois Open Meeting Act, Illinois Compiled Statutes 5ILCS 120/2(c)(1), “the appointment, employment, compensation, discipline, performance evaluation or dismissal of specific employees of the public body……..”
Motion: Dr. Jane Cooney
Second: Judi Benjamin
Motion carried unanimously.
Motion carried as follow:
Judi Benjamin Y
Brenda Larson Y
Connie Ostrander Y
Dr. Todd Miller Y
Jim Meharry Y
Ivadale Foster Y
Jason Asaad Y
Dr. Jane Cooney Y
Kay Banta Y
A motion was made at 7:55 PM to re-enter the regular session of the meeting.
Motion: Jason Asaad
Second: Dr. Jane Cooney
Motion carried unanimously.
Motion carried as follows:
Judi Benjamin Y
Brenda Larson Y
Connie Ostrander Y
Dr. Todd Miller Y
Jim Meharry Y
Ivadale Foster Y
Jason Asaad Y
Dr. Jane Cooney Y
Kay Banta Y
Mr. Laker submitted his notification of retirement and resignation as Public Health Administrator as of June 30, 2010. (Attached)
A motion was made to appoint Shirley Hicks as Public Health Administrator as of July 1, 2010.
Motion: Jim Meharry
Second: Jason Asaad
Motion carried unanimously.
President Kay Banta requested a roll call for the appointment of Shirley Hicks as Public Health Administrator.
Judi Benjamin Y
Brenda Larson Y
Connie Ostrander Y
Dr. Todd Miller Y
Jim Meharry Y
Ivadale Foster Y
Jason Asaad Y
Dr. Jane Cooney Y
Kay Banta Y
Due to the fact that Mr. Laker is the Local Registrar for Vital Record it is necessary to appoint another Local Registrar in his place. This is generally the Public Health Administrator. The appointment needs to be made now because it takes 4 weeks to get the new paper.
A motion was made to appoint Shirley Hicks as the Local Registrar for Vital Records as of July 1, 2010.
Motion: Jason Asaad
Second: Dr. Jane Cooney
Motion carried unanimously
Mr. Laker has approached Dr. Karinnatu about reducing the monthly fee we pay him as Medical Director. With Family Planning being gone at the end of June, his services for STD clinics will cease. We will continue to need him for standing orders etc. He has agreed to reduce his compensation to $10,000 per year or $833.33 per month beginning July 1, 2010.
A motion was made to approve the reduction of Dr. Karinnatu’s compensation from $1,500 per month to $833.33 per month as of July 1, 2010.
Motion: Judi Benjamin
Second: Connie Ostrander
Motion carried with 7 ayes and 1 nay by Dr. Jane Cooney.
Mr. Laker presented a temporary expenditure mitigation plan to the Board of Health. In an attempt to preserve as many programs as possible for the Vermilion County Health Department and still reduce costs, he and County Board Chairman McMahon agreed upon the following restructuring for VCHD. (Attached)
As of May 24, 2010, all remaining employees will be furloughed one day per week (Friday). Their salary will temporarily be reduced to 80% from May 24, 2010 until November 30, 2010. Mr. Laker stated that employees had questioned the duration of the 4 day work week with at 20% reduction in salary. He stated that he had replied that if we are able to repay the $300,000 loan plus interest in September or October, we could end the temporary action in October or November.
At June 30, 2010, our Community Care Unit (CCU) program will be terminated. Our Family Planning (FP) program will be terminated on June 30, 2010 also.
Vermilion County Health Department will have 31 remaining employees who will be furloughed one day per week on Fridays.
The Women’s Infants and Children (WIC) program will be retained after June 30, 2010 as will Communicable Disease/Immunizations/STD and Environmental Health. WIC will bear the fringe benefit load for their employees as much as the grant allows – probably IMRF and FICA.
We will retain the Public Health Emergency Preparedness grant. We may retain Tobacco Prevention is we can hire a coordinator for it.
Other grants terminated will be Lead, Body Art and Tanning.
Mr. Laker stressed that we would be preparing a budget for the CYF 2010 – 2011 in
June.
A motion was made to accept the Temporary Expenditure Mitigation Plan from May 24, 2010 to 11/30/2010.
Motion: Dr. Todd Miller
Second: Jason Asaad
Motion carried unanimously.
A motion was made to sign the interagency agreement with the County for the $75,000 loan from the Solid Waste Fund.
Motion: Ivadale Foster
Second: Jim Meharry
Motion carried unanimously
Mr. Laker reported that Keith Allen, our landlord in Hoopeston, has graciously allowed us to terminate a 3-year lease with 30 days notice. With the proposed cuts we face, we can not sustain the Hoopeston office. The Hoopeston clients will be required to come to the Danville facility. There is a bus available but the cost is $3 per person one way. Hopefully our clients can afford to come down to the Danville facility.
A motion was made to terminate the lease for our Hoopeston facility with KBA Limited as of June 30, 2010.
Motion: Jim Meharry
Second: Judi Benjamin
Motion carried unanimously.
A motion was made to approve the Budget Ordinance and Revised Budget reduction for the 2009 – 2010 County Fiscal Year.
Motion: Judi Benjamin
Second: Jason Asaad
Motion carried unanimously.
Items of Information
Mr. Laker reported that our LTAR score for our Emergency Response Plan was 96 out of 100. This is excellent. Of course, with the reduction in staff, our capacity to respond to an emergency will be greatly diminished.
A motion was made to adjourn the meeting.
Motion: Judi Benjamin
Second: Dr. Todd Miller
Motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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>>>>>May 4, 2010 Special Board of Health Meeting Minutes<<<<<<
Present: Jason Asaad, Kay Banta, Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry, Dr. Todd Miller and Connie Ostrander. Absent: Dr. Karen Broaders - she asked to be excused. The meeting was called to order by President Kay Banta at 7:30 PM.
A motion was made to approve the agenda as presented; motion: Judi Benjamin; second: Jim Meharry; motion carried unanimously.
Amy Marchant, the Director of the local CRIS Senior Services Center, was in attendance to request that the Board of Health consider rescinding the termination of our Community Care Unit (CCU) program from 5/21/10 to 6/30/10. The additional time would enable for CRIS to obtain training for the program and would keep the program local with a chance that they would hire some of our staff. If the Board of Health does not rescind the contract and extend the termination until 6/30/10, Cumberland Associates out of Cumberland County would likely get the contract.
Fiscal Status:
Mr. Laker reported on the extension of the Line of Credit with the County. The County Board decided to extend the loan of $300,000 plus interest to July 13, 2010.
Old Business:
Mr. Laker called the special meeting to report that Illinois Department on Aging (IDOA) has requested that we extend the termination of the Community Care Unit until 06/30/10. They told him that 30 days was not enough time to close out the program and get another agency in place to take over services. Without the additional 30 days, Cumberland County would probably get the contract. It is the desire of IDOA to transfer the files and services to another local agency – CRIS Senior Services Center. In order to aid us in the decision to rescind the termination, IDOA paid us $80,000 which pays us up through March. Mr. Laker informed the Board that 2 years ago, we received what IDOA called a Capacity grant. With that money, we remodeled the CCU area. It is not certain whether we will have to transfer the items purchased with that money on to the agency that decides to take the grant. Mr. Laker explained that rescinding the grant from 5/21/10 termination to 6/30/10 termination would mean retaining 5 of the originally terminated employees for 5/21/10.
Ivadale Foster arrived at 8:00 PM.
Jim McMahon, the County Board Chairman, was in support of CRIS taking the IDOA grant for CCU. However, he reminded the Board of Health that the Health Department already owes the County $300,000 plus interest. He can not commit to the County loaning us anymore money to support the rescinding of the grant and employing the 5 employees for an additional 5 weeks. However, he believes that the local will is for the contract to be retained locally.
Amy Marchant stated that Vermilion County has the third highest Senior Citizen population in the State. CRIS Board has “stepped up to the plate” to maintain and care for our Seniors. The CCU program is an essential program within our community. The CCU program pre-screens seniors for nursing home admissions. Any senior who is going to be on Medicaid within 60 days must have a pre-screen. Mr. Laker informed the Board that it would cost approximately an additional $17,000 for the Health Department to retain the 5 employees within the CCU program until June 30, 2010.
Mr. Laker recommended to the Board that they vote to rescind the termination of the CCU grant as of May 21, 2010. He recommended that they extend the services until June 30, 2010. A motion was made to rescind the initial termination of the CCU grant as of May 21, 2010 and extend the services until June 30, 2010; motion: Dr. Todd Miller;
second: Jason Asaad; motion carried with 7 yes, 1 no by Jim Meharry and 1 abstain by Ivadale Foster. The voting was as follows: Judi Benjamin Yes; Brenda Larson Yes; Connie Ostrander Yes; Ivadale Foster Pass; Jim Meharry No; Jason Asaad Yes; Dr. Jane Cooney Yes; Kay Banta Yes. Amy Marchant thanked the Board.
New Business: None.
Items of Information :
Mr. Laker reported that we had an Environmental Health site review. The person auditing the sewage charts gave us an incomplete review. He said that three charts were missing information. We did not agree. The information he was seeking was on the outside of the folders and, thus, he had excluded the information. We appealed the review and the report was reversed.
A motion was made to adjourn the meeting; motion: J im Meharry; second: Dr. Todd Miller; motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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>>>>>April 21, 2010 Board of Health Meeting Minutes:<<<<<
Present: Jason Asaad, Kay Banta, Dr. Karen Broaders, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry and Connie Ostrander. Absent: Judi Benjamin and Dr. Todd Miller; both asked to be excused. The meeting was called to order by President Kay Banta at 7:05 PM.
A motion was made to approve the agenda as presented. Motion: Connie Ostrander; second: Jason Asaad; motion carried unanimously.
A motion was made to approve the regular minutes of the March 16, 2010 meeting. motion: Ivadale Foster; second: Jim Meharry; motion carried unanimously.
Fiscal Status: We finally had a Budget and Expenditure report for year-end. With year-end payables that were paid in December, January, February and March the report shows that we were in a deficit position of $81,296.13. Our expenditures were down due to the lack of cash flow.
The Budget and Expenditure report for December through March was presented. Expenditures are still low for this fiscal year due to the lag in payments from the State.
A motion was made to approve the Budget and Expenditure reports and cash balances reports for November 2009 and March 2010. motion: Jim Meharry; second: Jason Asaad; motion carried unanimously.
Old Business: None
New Business: A motion was made to enter into an Executive Session: Pursuant to the Illinois Open Meeting Act, Illinois Compiled Statutes 5ILCS 120/2(c)(1), “the appointment, employment, compensation, discipline, performance evaluation or dismissal of specific employees of the public body……” ; motion: Ivadale Foster; second: Dr. Jane Cooney; motion carried as follows:
Jason Asaad Yes; Jim Meharry Yes; Brenda Larson Yes; Connie Ostrander Yes; Ivadale Foster Yes; Dr. Jane Cooney Yes; Kay Banta Yes ; Dr. Karen Broaders Yes
The Board of Health entered into Executive Session at 7:15pm
A motion was made to re-enter the regular meeting at 8:00PM.; motion:Jason Asaad;
second:Jim Meharry; motion carried as follows: Jason Asaad Yes; Jim Meharry Yes ; Brenda Larson Yes; Dr. Karen Broaders Yes; Connie Ostrander Yes; Ivadale Foster Yes; Dr. Jane Cooney Yes ; Kay Banta Yes
Mr. Laker presented the Bylaws for approval. Article IV, Item #2 was removed because it is in direct violation to the Illinois Open Meeting Act. With the removal of this item, we will no longer be allowed to conduct interim business polls. All polls must be presented and acted upon at a Board of Health meeting. A motion was made to accept the Bylaws as amended; motion: Connie Ostrander
second: Jim Meharry; motion carried unanimously.
The Vermilion County Health Department Administrative Policy was distributed for review by the Board of Health. The Board is to review the policy and bring back questions at the May meeting. Action upon the Administrative policy was tabled until the May meeting.
Mr. Laker presented to the Board a Loan Extension agreement with the County Board for repayment of the $300,000 loan plus interest. The County Board extended the repayment until 7/14/10. A motion was made to authorize Mr. Laker to sign the Loan Extension agreement with the County Board for repayment of the $300,000 loan plus interest. motion: Jason Asaad; second: Brenda Larson; motion carried unanimously.
In direct response to the resolution passed by the County Board on 4/20/10 directing the Vermilion County Health Department to bring back to the County Board scenarios for retaining WIC, FP and staff necessary to remain a Certified Local Health Department, Mr. Laker recommended to the Board of Health that they vote to eliminate Health Works Illinois, Healthy Child Care Illinois, Family Case Management and Community Care Unit. He recommended that these positions be eliminated at the end of the day on 5/21/10. This would give him time to notify the granting agencies that we would no longer be servicing clients after 5/21/10. This action would eliminate 20 positions, 19 of which are filled. This action would save us approximately $67,000 in payroll expense from 5/22/10 – 6/30/10. Mr. Laker would be notifying the grants that we would not be reapplying for the funds. A motion was made to eliminate the following grants as of the end of day on 05/21/10 – Health Works Illinois, Healthy Child Care Illinois, Family Case Management and Community Care Unit. motion:Jim Meharry; second: Dr. Karen Broaders; motion carried with 6 ayes and 1 nay by Dr. Jane Cooney; President Kay Banta called for individual votes: Jason Asaad Yes; Jim Meharry Yes; Brenda Larson Yes; Dr. Karen Broaders Yes; Connie Ostrander Yes; Ivadale Foster Yes; Dr. Jane Cooney No;Kay Banta Yes
Mr. Laker informed the Board of Health that he plans to retire 6/30/10. He will have been employed by the Vermilion County Health Department 39 years as of 5/1/10. He has been the Public Health Administrator for 34.5 years. Option 1: Shirley Hicks replace him as Public Health Administrator; Shirley has the credentials and is qualified to move up to the position of PHA Option 2: Jenny Trimmell replace him as Acting Public Health Administrator. Jenny is 17 months short of the required administrative time to fulfill the requirements; Shirley Hicks, since she is credentialed, could supervise Jenny. Option 3:Jenny Trimmell replace him as Acting Public Health Administrator. Since Jenny is 17 months short of the required administrative time to fulfill the requirements and if Shirley Hicks did not choose to supervise her, an outside supervisor would have to be hired on a contractual basis. Option 4: Seek outside applications. He informed the Board that according to the Health Department Pay Scale, the Administrator position would be classified as a P-24 and the starting rate of pay would be $75.600.
Items of Information:
Mr. Laker informed the Board that as of 4/12/10 Doug Toole has been hired as Director of Environmental Health to replace Kolby Riggle effective 6/14/10. We will be doing some juggling of staff to accommodate the vacancies and the terminations.
Mr. Laker informed the Board that we have contacted the landlord of our Hoopeston office about terminating our lease. In December, we entered into another 3 year lease. He is willing to let us out of our lease with a 30 day notice.Jim Meharry asked about the lease with the County. Mr. Laker told him that there was no lease. In fact, about 4 years ago, we voluntarily increased the rent from $60,000 to $70,000 a year. Jim Meharry wanted to know if we could occupy a smaller building with the decrease in staff. We definitely do not need this large of a building for the remaining services. Mr. Laker said that we could look into it.
Connie Ostrander asked Mr. Laker to request the State’s Attorney obtain a ruling on the residential policy. This would give the Board of Health the ability to make a better informed position regarding the replacement of Mr. Laker as Public Health Administrator.
A motion was made to adjourn the meeting; motion:Jim Meharry; second: Dr. Jane Cooney; motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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>>>>>March 16, 2010 Board of Health Meeting Minutes: >>>>>>
Present: Jason Asaad, Kay Banta, Judi Benjamin, Dr. Jane Cooney, Ivadale Foster, Brenda Larson, Jim Meharry and Dr. Todd Miller. Absent:Dr. Karen Broaders and Connie Ostrander; both asked to be excused.
The meeting was called to order by President Kay Banta at 7:16 PM.
A motion was made to approve the agenda as presented; motion: Judi Benjamin; second: Dr. Jane Cooney; motion carried unanimously.
A motion was made to approve the regular minutes of the January 19, 2010 meeting; motion: Judi Benjamin; second: Ivadale Foster; motion carried unanimously.
Fiscal Status
We have money in the bank but the County Board has instructed the Auditor to hold $270,000 for three payrolls. Therefore, we are only getting our bills paid if we have excess of the $270,000 in the bank. Our internet has been shut off every two weeks since the beginning of the year. It costs $8.00 to turn it back on. We also have other late fees due to lack of payment. These additional costs were not in the budget but we have to bear the burden.
We still owe the County $300,000. The decision will be made by the County Board at the April meeting whether they will call the loan or not.
A motion was made to approve the Budget and Expenditure reports for October 2009 and the cash balance report; motion:Judi Benjamin; second: Ivadale Foster; motion carried unanimously.
Old Business:None.
New Business:
A motion was made to authorize Mr. Laker to sign the VFC/AFIX grant from IDPH for $35,000. This grant designates us as the county monitor for the Vaccines for Children program; motion: Judi Benjamin; second: Jim Meharry; motion carried unanimously.
Mr. Laker presented Line of Credit Agreement to the Board for his signature. This document outlines the understanding of the loan agreement between both parties.A motion was made to approve the signing of the Line of Credit Agreement with the County Board; motion: Judi Benjamin
Second: Ivadale Foster
Motion carried unanimously.
Mr. Laker informed the Board that the County has passed a Residency requirement. It states that any employee seeking a different position within the County must become a Vermilion County resident within 6 months of accepting the new position. Therefore, if any of our Out of County employees want to accept another County position, they will have to comply with the residency requirement. We are not posting our job openings with the residency requirement as directed by the County because we do not think this is legal or enforceable.
Mr. Laker informed the Board that we are not allowed to conduct interim business polls due to the new Freedom of Information Act (FOIA) effective January 1, 2010. FOIA is critically important as well as burdensome.
Written FOIA requests must be responded to within 5 business days. We have the ability to negotiate an extension of 5 business days. If the request is a commercial request, we have 21 days to respond. We can not charge for the first 50 pages of any request. Starting with the 51st page we can charge 15 cents per page.
Mr. Laker distributed the revised VCHD Administrative policy. The Board was instructed to read it and the policy would be voted on at the April Board meeting. The changes include allowing the Public Health Administrator to sign grants as they are received since we can no longer conduct interim business polls.
Mr. Laker presented the By-Laws for annual review. The Board was instructed to read them and vote on them at the April BOH meeting.
Mr. Laker discussed the retirement of Kolby Riggle, our Environmental Health Director. He will be retiring June 2010 after 34 years of employment. Mr. Laker will post the position internally only. If we hire internally, we will backfill the vacated position. Mr. Laker informed the Board that 4 people within the agency are qualified for the position.
Mr. Laker then presented a revised job description for the Director of Environmental Health.
A motion was made to accept the revised job description for the Director of Environmental Health.
Motion: Judi Benjamin
Second: Dr. Todd Miller
Motion carried unanimously.
Mr. Laker presented a revised job description for the Public Health Administrator.
A motion was made to accept the revised job description for the Director of Environmental Health.
Motion: Ivadale Foster
Second: Judi Benjamin
Motion carried unanimously.
Mr. Laker informed the Board that we have received a State grant for West Nile Virus prevention. The grant is for $9,306 this year. It was for $14,697 for FY 2010.
A motion was made to authorize the signing of the State West Nile Virus grant for FY2010.
Motion: Jim Meharry
Second; Jason Asaad
Motion carried unanimously.
Mr. Laker discussed his retirement. He originally planned on retiring May 1, 2010 but with the current fiscal problems has delayed it. He does plan on retiring at least by November 30, 2010. His plan for succession will depend on the County Board’s decision so he delayed his plan for succession until a later meeting.
Mr. Laker presented a draft of the Quarantine and Isolation policy. This is a standard policy that was drafted according to the requirements of the regulation.
A motion was made to accept the Quarantine and Isolation policy.
Motion: Jim Meharry
Second: Judi Benjamin
Motion carried unanimously.
Items of Information
Mr. Laker reported that the 12 positions have been vacated as of January 31, 2010. These positions are the result of terminating the Healthy Families Illinois Program the Targeted Intensive Prenatal Program and the All Our Kids program.
A motion was made to adjourn the meeting.
Motion: Dr. Todd Miller
Second: Jason Asaad
Motion carried unanimously.
Respectfully submitted,
Donna J. Dunham
Recording Secretary
Ivadale Foster
Secretary, Board of Health
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>>>>>>January 19, 2010 Board of Health Meeting minutes:<<<<<<
Present: Kay Banta, Connie Ostrander, Judi Benjamin, Jim Meharry, Jane Cooney and Ivadale Foster
Absent: Brenda Larsen, Dr. Karen Broaders, Dr. Todd Miller, Jason Asaad
The meeting was called to order by President Kay Banta at 7:20 PM.
A motion was made to approve the agenda; motion, Jane Cooney;
second, Judi Benjamin; Motion carried unanimously
Audience Comments: Board of Health members introduced themselves to audience present and audience likewise introduced themselves. Those present were County Board Chairman Jim McMahon, Scott Kair, Orick Nightlinger and Indiana State Nursing Student, Corina Masterman.
A letter from VCHD Nurse Practitioner, Vickie Ellis, was distributed.
A motion was made to approve the regular minutes of the November 17, 2009 meeting; motion, Jane Cooney; second, Judi Benjamin; motion carried unanimously
Fiscal Status:
Mr. Laker reported that there are no close of year numbers at this point due to the current fiscal situation. Also, the Auditor’s office is experiencing a staff shortage which may be causing a delay in payments. VCHD still has $33,831 for outstanding 2009 payables; $23,000 payables are to the County.
Mr. Laker also reports that our Financial Director is out of the office due to recent surgery.
Budget and Expenditure Report for October, CYF 2009 was struck from the agenda as this was approved at the November Meeting as noted in the November minutes.
Mr. Laker reports that there is no fiscal change in the situation from last month. VCHD continues to receive a little state money.
Mr. Laker provided Board Members with a correction to the memo previously issued regarding the impact projections of budget cut options. This correction memo will be sent to County Board members.
Status Report on the Line of Credit Loan:
$300,000 still owed to County due March 8, 2010
Old Business: None.
New Business: Affirmation of Interim Business Polls:
A.1. Authorization to Notify IDHS of the Termination of the HFI, AOK and TIPCM Grant Contracts. A motion was made to approve the authorization. motion: Judi Benjamin;
second, Connie Ostrander; motion carried: 5 “yes” votes; 1 “no” vote. Board President Kay Banta then asked for a show of hands - “Yes” Votes: Judi Benjamin, Connie Ostrander, Jim Meharry, Ivadale Foster, Kay Banta; “No” Votes: Dr. Jane Cooney
B. No Executive Session required at this meeting
C. Approval of a $423,972 Budget Amendment Ordinance Due to the termination of the IDHS Grant Contracts; a motion was made to approve the Budget Amendment Ordinance; motion: Ivadale Foster; second: Jim Meharry; motion carried; there were 5 “yes” votes; 1 “no” vote; Board President Kay Banta then asked for a show of hands: “Yes” Votes: Judi Benjamin, Connie Ostrander, Jim Meharry, Ivadale Foster, Kay Banta; “No” Votes: Dr. Jane Cooney
Approval of a Revised Family Planning Fee Schedule; motion was made to approve the Revised Family Planning Fee Schedule; Mr. Laker explained that this is a mandated standardized fee schedule. This is a midyear correction/revision of the fee schedule; motion: Judi Benjamin; second: Dr. Jane Cooney; motion carried unaminously.
E. Discussion of Continuing Fiscal Crisis
Mr. Laker explained that some money is coming in. There are different stories every day regarding the State fiscal status. Locally, CRIS Senior Services has been affected; Center for Children Services (CCS) has been affected. The CCS had a “New Beginnings” program that paralleled the VCHD HFI program. Between the losses of the 2 programs over 100 families have been affected.
Items of Information
Financial Director Donna Dunham recently had surgery and plans to return to work in 4-6 weeks.
Vermilion Quick Facts were distributed by Mr. Laker. This is data specific to Vermilion County that was assimilated by State Department of Human Services field staff. It is a quick snapshot of the some of the problems Vermilion County is faced with.
Mr. Laker asked if Board Chairman McMahon had additional comments he wished to make. Chairman McMahon declined any additional comments at this time.
Mr. Laker stated that the cut of the 3 DHS programs was proactive and realistic response to the fiscal situation. This action enabled preservation of resources for at least another 4-6 weeks. Mr. Laker stated that there is some risk in taking a budget amendment to the County Board as the County Board can make an “amendment” to the original amendment which would take a simple majority to change the original amendment. He further explained that it would take a 2/3 majority to then pass the amended amendment. Mr. Laker re-stated that the risk is a possibility.
Mr. Laker said that if Option 4 is acted upon overall staff would be reduced to approximately 40 staff.
On February 9, 2010 the County Board must make a resolution to extend the $300,000 loan owed by VCHD. The call date on the loan is March 8, 2010. Mr. Laker has posed the question to Chairman McMahon and to attorney Bill Donahue regarding the legal/financial implications if the loan is not extended. Mr. Laker reported that Bill Donahue is further investigating and will get back with Mr. Laker and Chairman McMahon regarding this issue.
Chairman McMahon stated that with Option 4 some may look to eliminate all State programs. He voiced concern that the State won’t make any payments. He stated to the Board of Health that they should be concerned about that.
Board of Health President Kay Banta stated that the Board of Health has been aware and concerned for sometime.
Mr. Laker said he has to support the elimination of the 3 DHS programs in an effort to preserve resources. Further staff reductions may be forthcoming due to the State fiscal crisis. It is possible that State budgets may be cut by an additional 20-25%
In other items of information, Board President, Kay Banta, stated that Mr. Laker’s annual evaluation had been completed and “was above average as usual.”
ADJOURNMENT
A motion was made to adjourn the meeting; motion: Judi Benjamin; second:Jane Cooney; motion carried unanimously.
Respectfully submitted by Jenny Trimmell, Director of Community Health Services
(in behalf of Donna J. Dunham, Recording Secretary); Ivadale Foster,
Secretary, Board of Health
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