Dent County Health Center Board of Trustees

Call to Order and Roll Call

Bob Parsons, Chairman of the Board of Trustees, called the meeting to order at 5:01 p.m.; in attendance were Bob Parsons, Dennis Floyd, Robert Gravley, Lori Hasten, Carol Lacy, Zach Moser, and Roma Jones.  

Swearing In of Carol Lacy

Carol Lacy, appointed by the County Commissioners due to the vacancy created by the resignation of Kim Smith, was sworn in. She will hold office until the next municipal election.

Nomination and election for Vice-Chair

The office of Vice-Chair was open due to the resignation of Kim Smith. The floor was opened for nominations. Lori Hasten moved to nominate Dennis Floyd (currently Secretary/Treasurer) to Vice Chair and Bob Gravely for Secretary/Treasurer. Carol Lacy Seconded. The motion carried.

Minutes and Agenda

The minutes for the June regular board meeting were reviewed. The minutes for the July 17^th Special board meeting were reviewed. Minor changes were made.  Dennis Floyd moved to approve the minutes.  Carol Lacy seconded, and the motion carried.

Old Business:

SERVICE STATISTICS AND REPORTS:

All statistics listed are for June 2023 and are reported by Zach Moser unless otherwise stated.

Communicable Disease

• COVID19 – 0 officially reported cases.
  • Lead – 32 cases
  • Sexually transmitted infections – 6 screenings and 1 treatment course.
  • Influenza –9 total influenza cases were reported in May. Zach noted that this is a very usual number of influenza cases for this time of year. The public is reminded that influenza is transmitted by respiratory droplets and can live on surfaces like doorknobs and countertops. Quality facemasks are effective at reducing the transmission of influenza (and COVID-19). In addition, good hand-washing and periodic cleaning of contaminated surfaces is important to prevent influenza transmission. All available influenza vaccines will expire at the end of June.
  • Animal bites – 4.

Diagnostics

• Lab Draws: 196 appointments.
  • COVID tests – 6 COVID tests.
  • Lead – 5 Lead tests

Immunizations

• 13 COVID-19 vaccine doses were administered. Zach discussed the revised COVID-19 vaccine expected to come out this fall.
  • Influenza vaccine: 0 doses administered.
  • 99 Other vaccines were given.

Other Statistics

• All Appointments other than WIC: 422
  • WIC: 323
  • Treatment Court Urine Drugs Screenings – 120
  • Show-Me Healthy Women – 1

Environmental – Roma Jones

• 7 total inspections, 1 recalls, and 7 environmental questions answered during the month.

Administrator Report – Zach Moser

• HEPA Filtration System – No bids were received by the deadline. The request will be re-published.
  • Building Maintenance – Zach reported on the condition of the doors to the building. The main entrance door won’t close all the way without forcing it and it cannot be adjusted. Additionally, the door is difficult to navigate for wheelchairs and people with mobility or strength issues. Zach will obtain bids to replace the door with a power door for better accessibility.
  • Zach reminded the board of upcoming events that the Health Center will be participating in or hosting.
    • Christmas in July – July 22^nd
    • Vaccines at School Registration – August 7^th
    • Back to School Fair – August 12^th
    • Fall Health Fair – October 26^th
    • Drive Through Flu/COVID Clinic – October 12^th

Expenses

DCHC financial reports for June, including the review from H&R block, were reviewed.

Robert Gravley asked several questions about the report, as the numbers were inconsistent with past reports. For example:

• WIC income was $24825.87 compared to 12,185.18 in May. Zach explained this was due to the April and May invoices both being paid in June. DHSS sometimes gets behind on payments.
• Also discussed as the large increase in the bottom line. Net revenue for June was $205,971.76 compared to -$98,526.34 in May. This was due to the Health Disparities (Childcare grant) that runs a 3 month invoice cycle. Since the statements are on the Cash basis of accounting, all of the income from those three months is instead dumped in June.
• There were 3 pay periods in June as well, which caused increases in the payroll expense accounts, such as health insurance and salaries. Also, four employees became eligible for LAGERS retirement and that increased the retirement expense.

After these questions were addressed, Robert Gravely moved to approve the financial reports and the report from H&R Block. Dennis Floyd seconded. Motion carried.

New Business:

• Vacation And Personal Leave Accrual Error – Zach reported on the application of the vacation policy which was changed at the beginning of the year to better correspond with how Quickbooks Online tracked vacation. The policy was applied correctly, but Quickbooks did not accrue vacation time on paid time off, resulting in less vacation accruing for staff members than was intended. An increase in the multiplier used to determine hours accrued was proposed. Zach also asked for permission to adjust the vacation balances. Carol Lacy moved to approve the changes. Robert Gravely seconded, and the motion carried.
• Strong Student Lungs Program – Zach discussed a new initiative as a partnership with the local schools to reduce the impact of vaping in teens. As a part of our agreement with the school districts, rather than punishing students, schools will refer the students for treatment for tobacco usage. Zach explained that since vaping and smoking increase the risk of bad outcomes from COVID-19 infections, we can continue to use the Health Disparities grant to pay for April’s time when seeing the students referred. He requested a $500 budget to pay for pharmaceutical treatment (Bupropion) for students involved in this program. Dennis Floyd moved to amend the budget to add a line item for the Strong Student Lungs Program in the amount of $500. Carol Lacy seconded and the motion carried.
• Comprehensive Tobacco Free Policy – Zach presented a comprehensive tobacco free policy for addition in the employee handbook. DCHC is already a smoke-free campus, but this policy addresses perceived loopholes and discusses vaping as well. Robert Gravely moved to approve the policy. Lori Hasten seconded and the motion carried.
• Bank Signer Resolution – Zach presented a revised bank signer resolution with the current slate of board members listed. Minor adjustments were made from the draft version. Dennis Floyd moved to approve the resolution, to be noted as 2023-R002. Lori Hasten seconded, and the motion carried.
• Certificate of Deposit Resolution – Zach discussed the two CDs coming due at the end of this month and the growing cash amount in the bank accounts. These cash balances were necessary during the childcare subsidy program, because of the long 3-month invoicing period. However, now that that program has ended, that amount of operating cash is no longer necessary. Board members expressed a desire to learn more about public entities and investments before reconsidering at the next meeting.
• Questions from Board Training – The floor was opened for questions and comments arising from the board training on Monday. Robert Gravely discussed the need for a formal review process for the administrator. Also discussed was the need for a formal strategic plan or set of objectives to have something to review against. The Board also requested a method to get to know the staff members and their programs a little better. Zach said he could facilitate this. Revisions to the patient satisfaction survey were discussed as well. Discussion was held about the best way to go about collecting this information. Zach will revise the survey and the procedure for generating responses.

Next Meeting and Adjournment

The next regular board meeting date was set for Thursday, August 24, 2023 @ 5:00 p.m.

With no further business Carol Lacy moved to adjourn the meeting at 7:06 p.m. This was seconded by Lori Hasten and all were in favor. Meeting adjourned.