WVRHEP Finance Committee Minutes

15-NOV-2004

12:00 PM – 1:45 PM

Days Inn, Room 114

 

Attendees:

Voting Members in Attendance: Connie Simmons, Ralph Utzman, Parr Thacker, Loretta Jones, David Hughes, Gaye Mitchell

 

Others Interested:  Margaret Novacich, Hilda R. Heady, Dennis McCutcheon, Judy Koehler, Lora Adkins, Jamie Bland

 

Meeting was called to order at 12:05 PM.  Due to the absence of Bobby Brown, the meeting was being chaired by Margaret Novacich.  The chair called for a motion to approve the minutes.  Motion was made by David Hughes and seconded by Loretta Jones, motion carried. 

 

Review and Approval of 1st Quarter Reports

The Committee then looked at the 5 first quarter reports received by the RHEP office.  These reports were from Little Kanawha, Mountain Health, ROVER, Southeastern, and Cabwaylingo.  After discussion of the reports, a motion was made by Parr Thacker and seconded by Gaye Mitchell to approve the reports in group.  The motion carries.  Margaret stated that the other 7 reports will be e-mailed to the committee as the come in for approval.  This should get us back on schedule for March. 

 

Report from Winding Roads Consortium Regarding Reporting Problems

Margaret gave the committee an update on the status of Winding Roads consortium’s 4th quarter report from FY 2004.  It has not been completed as of this date.  Margaret had received communications from the secretary and the CFO stating that they would be working on it, but due to the absence of Amy Landis who usually does the reports, it was proving difficult.  Margaret will continue to work with the consortium on this report. 

 

Review of the Fund Balance Account

Margaret presented the committee with a spreadsheet showing the final fund balances.  This report of course is missing Winding Roads final fund balance.  Also, Southeastern found a decrease of $45,354 in the Monroe Health Center Audit for the FY ending June 2003.  This was not corrected in the FY 2004 budget due to submission before the audit was complete.  Margaret takes responsibility for not realizing the discrepancy and making sure it was corrected.  Therefore, before the FY 2004 audits are submitted the fund balance is reduced to $159,672.  The final balance will be corrected upon receipt of FY ended June 2004 lead agency audits. 

 

Report and Review of Preliminary Draft of “Field Faculty Payment” Policy

This policy comes out of a decision made by the committee during its August 12th conference call.  The committee asked Margaret to work with the Site Coordinators to develop a policy regarding establishment of payment benchmarks for the Baker-Brody-Jackson Levels plan.  After review of the plan provided with the Restructuring Task Force Recommendations, it was determined that the committee needed further clarification on the “Levels” plan.  The committee asked Margaret to have Jodie come to the next meeting to assist in understanding the plan.  Parr will give this policy to the Site Coordinators at tomorrow’s meeting and ask them to get their responses on “ceilings” to Margaret ASAP.

 

Presentation of In-Kind Contribution/Cost Share Documentation Report

After discussing the report is was requested that a line be added for “Other”.  This report will be completed annually by each Consortium.  One Consortium may have multiple reports based on where in-kind contributions come from.  The report will be submitted to the RHEP Administration along with the Annual Report.  Each consortium will be responsible for retention of proper documentation for report. 

 

Outcomes Based Funding Models

Margaret gave the committee materials she received at a workshop attended at the Annual NAO Conference in August.  Hilda, Jodie and Margaret have discussed the model and think it may be one way to address the continuing questions that plague our program regarding funding and meeting goals of the program.  Margaret asks the committee to review the material and make comment to her.  Hopefully a workgroup can be formed to develop this model further for FY 2007. 

 

Policy 2001-06 “Fund Balance” is revoked by execution of the Executive Decision on September 21, 2004 by Hilda R. Heady, Executive Director WVRHEP and Dennis McCutcheon, Chair WVRHEP Advisory Panel. 

 

Merger/Consolidation Fund Balance Proposals

 

Northern WVRHEC-Little Kanawha Fund Balance-$15,960

These funds will be used to further develop the HSTA program and offset expenses for the Director of Continuing Education.  After presentations by Lew Holloway and Tom Hefner, a motion was made by Gaye Mitchell and seconded by David Hughes to approve the request.  Motion was approved by voice vote. 

 

Northern WVRHEC-Mountain Health Fund Balance-$121,000

These funds will be used to create a position for the “Director of Development” for 16 months.  It is believed that after that time, the position will be self-sustaining.  The position will use $100,000 in salary and fringe over the 16 months and the remaining funds will be used for equipment, travel and general expenses related to the position.  After presentations by Tom Hefner and Lew Holloway, a motion was made by David Hughes and seconded by Gaye Mitchell to approve the request.  The request was approved. 

 

Kanawha Valley/Winding Roads Fund Balance and Merger Report

It was determined that due to lack of representation from the group making the proposal and the missing 4th Quarter Report from Winding Roads, the committee could not consider this request at this meeting.  Margaret will establish a conference call to review and vote on the proposal after such time as the 4th quarter report is complete and the fund balance can be verified.  Chuck and/or Shannon must be able to participate in the call. 

 

FaWNRa-The Gorge Connection request for Fund Balance retention

It was determined in joint agreement by Hilda, April and Margaret that this proposal could not be brought before the committee due to its late arrival at the RHEP Offices.  The Fund Balance Usage Guidelines require requests to be to the committee 10 days prior to the meeting so they may be adequately reviewed.  This request will be the first one dealt with at the March meeting. 

 

Any other requests will be considered in the order in which they arrive at the WVRHEP Offices.  All requests must be received by March 1st, 2005 in order to be considered.

 

Margaret asked the committee to address the need for a co-chair due to the necessary absences of Bobby Brown.  Connie Simmons moved that David Hughes be approved as co-chair.  Parr Thacker seconded the motion.  David accepted the nomination.  The committee approved this motion.

 

Connie Simmons moved to adjourn the meeting, David Hughes seconded and the meeting was adjourned at 1:50 PM. 

 

*Note-discussion with Lora Adkins after the meeting shows that there are issues related to this request that cannot wait until March.  Theses issues could result in a loss of funds to one Site Coordinator.  Margaret told Lora that she would schedule a second committee conference call for early December to review this request.