finance minutes november 1998
WVRHEP Finance Committee
Days Inn, Sutton
November 16, 1998
Meeting was chaired by Margaret Novacich
Attendees: Dennis McCutcheon proxy for Sarah Lee Neal, Bill Shires, James
Welshonce, Hilda, R. Heady, W. Donald Weston, Richard Meckstroth and Stephen
Thomas
Meeting opened with a report from Richard Meckstroth regarding tracking the
use
of intra-oral cameras and their effect on smokeless tobacco usage throughout
the state. Dr Meckstroth stated that it was hard to track students due to the
nature of the program. Dan Brody, DDS has received a $8,500 grant to
develop a
system to track the program. In the CDC's tracking it has been determined
that
smokeless tobacco usage is on the decline. Whether this is attributable to
the
flow of information regarding the dangers of smokeless tobacco or if programs
such as the intra-oral camera is unknown.
Dr. Meckstroth also reported regarding the program funded by the WVRHEP to
train coaches in the state to work with the smokeless tobacco survey. This
program has been completed and a publication has been produced. It will be
provided to the committee for review at their next meeting. Dr. Meckstroth
then left the meeting.
Agenda Items:
I. Special Projects Requests:
1. Southern Counties request for $3,000 for supplies to complete the "West
Virginia Cholesterol Screening Project". The Chair brought to the attention of
the committee that Boone Memorial has not complied with their audit reporting requirement
for the past two years in addition to FY 94. Penny Rose was brought in from
another meeting to discuss this matter and the program for which she is
requesting funding. The program has received much media coverage and has
uncovered that many of the students in the area have high cholesterol readings.
For this reason it is considered a very successful program and funding should
be approved. After much discussion a motion was made by Jim Welshonce to
approve the request with the stipulation that audit compliance must be made
within 15 days from tomorrow. If compliance is not met, Boone will have all
further payments suspended until such time as they are able to comply. This
motion was seconded by Dennis McCutcheon (Sarah Lee Neal) and carried by voice
vote. Margaret is to contact Randy Foxx at Boone Memorial tomorrow morning
regarding compliance.
2. Executive Director WVHREP requesting funds after the fact to fund Professional
development training program for RHEP Site Coordinators. Hilda R. Heady
arranged this program at a large discount. Steve Thomas, Site Coordinator
attended this session and reported that he gained necessary skills to assist
him in time management and stress management. Hilda also spoke about the
benefits of this training and how she was able to make the arrangements at short
notice. Dr. Weston requested that in a case such as this one, an emergency
call to the Finance Committee should be made before arrangements are finalized.
Hilda so noted and apologized for the lack of prior approval for this program.
Jim Welshonce made a motion to accept the proposal, seconded came from Dennis
McCutcheon (Sarah Lee Neal) and the motion carried by voice vote.
3. Cabwaylingo Health Education Consortium requesting funds of $2,000 to assist
with the Hart's Health Party. This project is a bi-annual event that is extremely
beneficial to the community. Many health problems have been discovered among
the population that attends this health fair. A motion was made by Bill shires
to approve funding, seconded by Jim Welshonce and the motion carried by voice
vote.
4. WVU Health Services Research Conference requesting
funding in the amount of $3,000 to assist in the conference to be held on March
17, 1999. The main focus of this conference is to be the showcase of community
based research within the WVRHEP Program. Dr. Weston asked that Hilda's office
find out how much support WVU is giving this program. At this time, the Health
Care Authority has committed $10,000 to this conference. Bill shires made a
motion to accept this project and Dennis McCutcheon (Sarah Lee Neal) seconded
it. The motion carried.
II. Review of Audit Reporting Status and Policy #93-01 Changes:
The Chair made report on the review of audit reports from the Lead Agencies and
the audit reporting policy #93-01. In addition to Boone Memorial Hospital there
were missing audits from Little Kanawha Area Consortium. This is due to the
fact that during FY 95 & 96 the consortium changed lead agencies three times.
One of the agencies is no longer solvent and therefore not lead agency audits
are available. In this case, an exception will be made as Little Kanawha has
complied with and is current with the audit requirement as of this date.
Changes were made to the policy as attached and approval will be contingent
upon review by the WVRHEP School Committee and the school financial officers.
The change in time of compliance was suggested by Randy Lowe of Rainelle Medical
Center based on his knowledge of the auditing process. A conference call is
to be set-up with the school financial officers and the committee to discuss
the changes. The Finance Committee also requires that the Executive Director
and her staff follow the policy requirements and withhold progress payments
from any consortia not in compliance with the policy. This will take effect
immediately.
III. Site Coordinator Request for Committee Seats:
Final order of business was the approval of the Site Coordinators request to appoint
two coordinators to the committee. Steve Thomas and Chuck Conner are the
appointees. A motion was made to approve this appointment with the exception
that they abstain when their consortia is requesting funds by Dennis McCutcheon
(Sarah Lee Neal) and seconded by Jim Welshonce. Motion carried by voice vote.
Meeting was adjourned at 2:15 with no date set for the next
meeting