Non-Voting Members Attending: Margaret Novacich, Carla Campbell and Malinda Turner.
 

I. Discussion of why quarterly reporting and why now.  It was explained that the Doak, Cuppett and Poling program review noted there were weaknesses in accountability to the Finance Committee and the RHEP administration.  These policies were developed, circulated and reviewed by Site Coordinators and Lead Agency Administrators prior to being approved by the Finance Committee and the WVRHEP Advisory Panel.  The only comments received by were from Eastern WVRHEC.  It has been noted that these policies will be difficult for the larger consortia with big Lead Agencies to complete within the deadline.  The committee discussed the possibility of changing the reporting deadline or the reporting dates.  Margaret stated that she felt the timelines were acceptable and would rather deal with each consortium on a case by case basis.  Changing the deadline or dates would require that the policy be re-developed and go through the approval process for a second time.  Administration will work with those consortia having difficulty meeting the deadline.  No consortium will be denied payment because of a delay that is beyond their control.  It is also acceptable for the consortium to file an amended report if after the Lead Agency closes their quarters it is discovered that the report was incorrect.

It was brought to Margaret’s attention that the new policies have not been signed and distributed.  Margaret will attend to that matter ASAP.

II. The committee then began review of the quarterly reports that have been received to date.

• Cabin Creek  sent during WVU Thanksgiving break
• Cabwaylingo  not received - Valley Health’s accountant – catastrophic medical leave
• Country Roads  received and reviewed
• Eastern WVRHEC received and reviewed-
• Little Kanawha  not received – moving, CARDIAC, and no Lead Agency
• Mountain Health  received and reviewed
• Rivers & Bridges  sent during WVU Thanksgiving break
• Rural Mountain  received and reviewed
• ROVER   received and reviewed
• Southern Counties received and reviewed – committee questioned the spendingof current fiscal year funds to pay expenses incurred during the previous fiscal year.  (further discussion to follow in minutes)
• Webster-Nicholas sent during WVU Thanksgiving break
• Western Counties sent during WVU Thanksgiving break
• Winding Roads  received and reviewed.

Margaret will send reports to committee members to review as they are received.

III. The resignation of Boone Memorial Hospital as Lead Agency to the Southern
Counties Consortium was announced to the committee.  The committee then began to discuss Southern Counties' decision to spend current year  (FY 02) funding to pay expenses incurred last year (FY 01).  David Hughes, Administrator of Cabin Creek states that he would not find this acceptable at his consortium.  An agency should be prepared to fund overspending or shortages by their consortium and consider it an in-kind contribution and absorbed by the Lead Agency.

The committee discussed the appropriateness of the Southern Counties payment of FY 01 expenses with FY 02 monies.

The committee discussed the development of guidelines regarding in-kind contributions by Lead Agencies and whether “picking-up” prior year expenses is ethical.  Further discussion of these guidelines will follow in future meetings.  The committee requests that the Chairperson draft a letter to Hilda and Dr. Lewis expressing their concerns over this practice.  They also want to request justification from the consortium of the prior FY expenditures and documentation of current FY expenditures.

Margaret told the committee she would express these concerns to Hilda and Dr. Lewis, but that due to the transition occurring, she would not follow any line of action without approval from Dr. Lewis.

The Finance Committee wishes to develop policies to deal with spending issues such as this.

With there being no further business to conduct, the committee adjourned.