AVHC Board M eeting M inutes
December 17, 2014
Board Members
Ric Bonner, Chairperson
Eric Labowitz
Walter Hopkins
Board Members
X
J.R. Collins, Treasurer
Excused Maxence Weyrich
X
Mayte Guerrero
Heidi Knott Gundling, Secretary
Emilio Torales
X
Walter Hopkins
Excused Clay Eubank
Deborah Covey
Topic
Call to order and
introductions
Establish Quorum
Review and Approval of
Agenda
Review & Approval of Nov.
25, 2014 Minutes
Executive Director Search
Committee
Time
5.30 pm
Excused
Excused
Excused
X
X
X
DISCUSSION/REPORTS
Agenda reviewed and approved
Minutes reviewed and approved
Staff
Kathy Cox, Vice Chair
Fabiola Cornejo COO
Mark Apfel MD, Interim Medical
Director
Claudia Jimenez
X
X
X
X
ACTION
The meeting was called to order by
Chairman, Ric Bonner at 5:40 pm.
Quorum established
Motion: Walter Hopkins Second: Heidi Knott
Gundling
Vote: All ayes
Motion: Kathy Cox Second: Walter Hopkins
Vote: All ayes
Bill Sterling, representing the Executive
Director Search Committee reported that 5
documents relating to the ED search are on
the website and the job notice is being put
on state and national websites by George
Lee and Susan Smith. The deadline for
receiving applications is Feb. 14, 2015. The
Search committee will screen candidates
and present a short list to the Board.
Several Board and Staff members will join
representatives of the Search Committee to
interview the applicants and select a
candidate. The Board thanked Bill and the
committee for their valuable assistance.
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AVHC Board M eeting M inutes
December 17, 2014
TOPIC
Concerned Citizens
Committee
TIME
DISCUSSION/REPORTS
Brad Wiley presented for the CCC a list of
issues that were discussed as follows:
1. Dr. Apfel reported that he is working on
hiring a per diem RN who will cover for nurse
Michelle Ambrois when she goes on maternity
leave. A posting for the permanent clinical
supervisor RN will be posted by January 5.
2. The Board agreed to a request for a binder
to be available in the HC Waiting Room with a
list of board members and their terms, copies
of the minutes from July 2014 on, and an
audited year-end financial statement.
3. To clarify the organizational chart and to
avoid vital information not reaching the Board,
the CMO, COO and CFO will all report directly
to the board at meetings.
4. Staff morale is a permanent concern and a
safe venue for staff to contact with issues is
necessary.
5. The survey of Hispanic residents presented
at the Nov. meeting had flaws limiting
conclusions that can be drawn from it. Before
a third round of surveys concentrating on
vineyard and later construction workers is
begun, there should be an analysis of what the
survey hopes to accomplish. It was suggested
that future surveys be held up until we have a
permanent ED. It was also suggested that
Mark and the clinical staff be asked for their
opinion about client needs based on
experience, which is also a HRSA requirement.
Brad Wiley mentioned that he would be willing
to work with the new ED to find a skilled
researcher for such a survey, if there is
interest.
6. The Governance committee needs to be
ACTION
See attached report presented by Brad Wiley.
2. Heidi, Ric and Fabi will see that this gets done
by January 1, 2015.
4. Dr. Apfel will speak to Jessica McIninch, the
psychologist, to ask her whether she is willing to
become the Human Relations liaison person
with the staff and the Board and to check with
staff to confirm that they accept this suggestion.
6. Ric will get the board self-appraisal form to
Heidi.
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AVHC Board M eeting M inutes
December 17, 2014
more proactive.
TOPIC
COO Report
Medical Directors Report
Financial Reports
TIME
DISCUSSION/REPORTS
ACTION
eClinicalWorks Version10 conversion is
tentatively scheduled for 2/9/15. Staff
training will take place on the week of
1/26/15.
Notice of application acceptance has been
received for the Medicare Revalidation and
Cost Report.
Dispensary Policies and Procedures are
still in the process of completion. Clinic
dispensary license is still needed. All board
members must complete their Live Scan
fingerprints before application can be
submitted.
See attached report presented by Fabiola
Cornejo.
No finance committee reports available.
Heidi informed the board that a report from
the Financial Officer and/or Treasurer, with
a written report available should be
attached to the agenda at the time of the
meeting and on the web site.
On Dec. 30 at 12 noon at the AVHC there is
a Finance Committee meeting with CFO
Judy Waterman. All board members are
urged to attend if possible.
See attached report presented by Dr. Mark
Apfel.
All Board members must have their
fingerprints taken by January 10 in order to
fulfill regulations to bring the pharmacy back
to the AVHC. Forms were handed out to
Board Members for this process.
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AVHC Board M eeting M inutes
December 17, 2014
Topic
TIME
Financial Reports
Building and Grounds
Committee
Performance Improvement
Board Calendar
TOPIC
TIME
DISCUSSION/REPORTS
ACTION
Financial Audit performed by Pun &
McGeady is in Draft. We will receive the
completed audit in the next few weeks.
Walter Hopkins reported he built the
Computers on Wheels for Dr. McGhan.
Heater timer is broken and Redwood
Heating and Cooling will be on site
tomorrow, Thursday December 18th.
Much of this is covered in Dr. Apfel's report.
He and the other providers are the staff
medical Quality Improvement Committee
and they report to the Board Performance
Improvement (PI) subcommittee and set
dates for QI goals. It was suggested that the
PI/QI plan be streamlined and presented at
the Jan. 27th board meeting for formal
adoption.
Audit responses to be proposed by Financial
Committee for full Board approval.
The proposed 2015 board calendar
schedules the meetings of the Finance
Committee one day before Board meetings.
It was pointed out that the dates should be
rescheduled to allow for more time between
meetings so that the finance committee has
sufficient time to prepare and circulate a
current financial report to other board
members for discussion.
It was requested that all Board Meeting
materials be made available to Board
Members at least 2 days in advance of the
meeting.
DISCUSSION/REPORTS
Report was given orally by Wally Hopkins.
Any changes/additions to be sent to Fabi
Cornejo
The PI Committee representatives to include
Kathy Cox, George Lee, and Deborah
Covey
ACTION
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AVHC Board M eeting M inutes
December 17, 2014
Board Committee
Memberships
Board Training
HRSA Discussion and
Information Request
Website Management
Board members were asked to tell Ric
which sub-committees they would like to be
on. Refer to "AVHC Board Subcommittees"
list to see who is on which one at present.
Since about half the Board is made up of
new members, some of whom have never
been on a board before; it was decided to
recruit professional board trainers for a oneday seminar on a Sunday in February. The
focus will be to learn collectively about the
roles each one should play, strategic
planning and FQHC (Federally Qualified
Health Center) regulations. Clay Eubank
volunteered to take on a "trainer" role.
Neither Health Center nor board has
received any response from Charles
Brucklier, our project officer.
Board members are to contact Ric Bonner regarding which subcommittees that they would like to serve on by January 12, 2015. On the Board website updates are necessary
for all board members except for JR Collins and
Wally Hopkins. All others are requested to send
Heidi a short biography for this site. Their
pictures will be posted with the bio. All need to
sign a user agreement agreeing to allow their
information to be posted on the website.
We will try to have board minutes posted on the
website within one week of meetings. This
means that Fabi and Heidi will coordinate
writing the minutes and sending them in draft
form to all board members for initial approval or
correction. They will then be posted as draft
minutes until the next regular meeting when
they will be officially approved.
An announcement is to be put on the website
for the community about the new AVHC board
members and steps being taken to improve the
lack of transparency and other issues at AVHC.
All board members with the exception of JR
Collins and Walter Hopkins are requested to
send Heidi a short biography for this site.
Heidi will take the lead in organizing this.
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AVHC Board M eeting M inutes
December 17, 2014
Topic
Pinot Fest Participation
TIME
Adjournment
8.30
DISCUSSION/REPORTS
For the May festival, the winegrowers
association would like to know whether the
AVHC would like to organize a silent
auction, the proceeds of which would go to
the HC. Mark will ask Deana whether she
will participate. Claudia and Kathy would
help and consult with Alice Bonner who has
done this in the past.
Note taker: Fabiola Cornejo and Heidi Knott Gundling
ACTION
Motion to Adjourn the meeting
Motion: Kathy Cox, Second: Heidi Knott
Gundling
Vote: All Ayes
Next Meeting: Jan. 28, 2015
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