BOARD MEETING: Regular Meeting     DATE: August 30, 2016 PRESENT: Robert T. Green, Brenda Smith, Pat White, Kenneth Clay, David Norman, Helen Adger, Bruce Walker, Helen Godfrey-Smith MEMBERS ABSENT: Mary Irvin OTHERS David Jones, CEO, Pam Hughes, COO, Allyson Allums, CFO, Lanell Audirsch, Human Resources Director, Doug White, Hospital Attorney, Mary Coil BOARD CHAIRPERSON: Robert Green, Jr.     SECRETARY: David Jones     I. Called to Order: Robert T. Green- Chairperson, called the meeting to order. II. Invocation and Pledge of Allegiance: Robert T. Green offered the Invocation and David Norman led the group in the Pledge of Allegiance.   III. Approval /Amend Agenda – Pat White made a motion to amend the agenda moving the current item #1 to #2 and adding #1 as Resolution #5 – 2016. Pat White seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Bruce Walker; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith; Abstained: None The motion passed. IV. Community Comments: Robert Green noted no visitors present at the meeting. V. Approval of Amended Meeting July 26, 2016 – The minutes of the July 26, 2016 regular Board meeting were mailed prior to today’s meeting for review. Pat White made a motion to approve the minutes as mailed. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith; Abstained: None VI. Old Business 1) Construction Update – David Jones stated for the most part, section B is complete. There are a few minor things that need to be fixed. The instructional signs still need to be hung. Mr. Jones said it is ready for the Board’s inspection. He stated he highly recommended coming in the next few weeks. We are trying to coordinate the move of CT, x-ray, sterilizer and pharmacy with inspections of DHH and the pharmacy board. The CT will be down for at least a day and we will be on partial diversion for that time period. Brother Green came and toured today and he said it’s just awesome! He said the town and community should be very proud. It should be around September 15 when we can officially occupy the new part. Abatement will start the day after we open section B. There are 2 rooms that will still be shut down due to the fact that the main beam to the entrance runs by them.  2) Walter D. White, White, Hospital Attorney, Renewal of Ambulance Tax – Doug White said later on the agenda is the resolution for the Ambulance tax. Doug wanted to know if the Board required anything of him on the by-laws. Brenda Smith said the by-laws committee has met and each committee member took a section to review. Mrs. Brenda said as soon as everyone is through reviewing them she will put all the changes on a master copy and discuss those changes with Doug White. Then allow Doug’s team to make the final changes and then present to the Board as a whole. A discussion was held as to whether the contract committee would handle this. Mr. Jones said he was on the contract committee so that was not an option. Robert T. Green noted there had been discussion about a finance committee and asked if it had been formed.  Helen Godfrey-Smith said she had some information to present tonight and then a committee could be formed. Helen Smith stated that as the Chair of the Finance committee she will act a liaison between the committee and the Board. Also, she will work with the staff leaders to set an agenda for each committee meeting. Helen Smith stated she will also see that committee members are notified about meetings and make sure they have the proper material for said meeting. One of the tasks the financial committee would be to participate with the budget process. The budget would pass through the committee and then on to the Board. The budget would be approved within the finance committee first. The finance committee will meet quarterly. The committee will create, approve and update policies to insure assets of the organization. The committee will also try to ensure policies are being followed. Helen Godfrey-Smith stated she is seeking Board approval to form the committee and also for the selection of members. Members will include Board and staff. Once the committee is formed, then a date will be set for the first meeting. This meeting should occur prior to September’s Board Meeting; so that the committee may meet its requirement of reporting to the Board each September, December, March and June.  Mr. Jones feels Allyson Allums, CFO, and Dakota Robinson, Controller, should be on the committee. Bruce Walker, David Norman and the Board Chair ( that way whoever fills that position will also sit on the finance committee) volunteered to serve as Board members on the committee. The finance committee will consist of staff: David Jones, Pam Hughes, Allyson Allums and Dakota Robinson; Board Members: Bruce Walker, David Norman, Robert Green and Helen Godfrey-Smith will also serve as the finance committee chair.    3) Walter D. White, Hospital Attorney, Other Related Issues Update – Doug White noted he had nothing new to report on this matter.  VII. 1) Review July 2016 Statistics – Allyson Allums – Allyson Allums presented the July Statistical Report. There were 84 Admissions and 80 Discharges with Total Days Stayed –252. The Average Length of Stay – 3.2 Days. Total In-patient Days – 259. The average Daily Census – 8.4 Our Total Occupancy Rate was 55.70%. Total Surgeries for July (In-patient – 6 / Outpatient – 0). Endoscopies performed in July –4. The total Emergency Room patients seen – 448. Swing Bed Admission – 19. There were 151 Total E.M.S. runs in July. Observation Patients for July – 49. There were 13 Newborns in July. The total Patient Visits for the Medical & Surgical Clinic is 1688. The Plain Dealing Clinic saw 483. Benton Medical saw 92. There were 40 Mammograms for July.  2) Review July 2016 Financials – Allyson Allums – Allyson Allums presented the Financials. She reported Bad debt was 5.0% Days cash on hand 24.8. Hospital Revenue over Expense. Revenue –$2,786,628 Expense – $1,821,460 with a loss of $351,325. AR Days 76.18 days. The AR Days for all three facilities – 65.4 Plain Dealing Clinic – Revenue over Expense. Revenue –$96,700 Expense – $61,137 with a profit $28,991. Medical and Surgical Clinic – Revenue over Expense. Revenue – $393,313 Expense – $209,886 with a profit of $64,575. Benton Clinic – Revenue over Expense. Revenue –$17,842.82 Expense – $4,847.28 with a profit of $5,810.10. Self-Funded Insurance – Total Net Insurance Expense – $117,000.   Pat White made a motion to accept the Statistical and Financial Reports as presented pending the audit. David Norman seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed. VII. New Business – 1) Resolution #4 2016 – To Consider and Take Action With Respect to Adopting a Resolution Ordering and Calling a Special Election to be Held in North Caddo Hospital Service District of the Parish of Caddo, State of Louisiana, to Authorize the Levy of a Special Tax Therein; Making Application to the State Bond Commission in Connection Therewith; and Providing for Other Matters in Connection Therewith – The resolution #4 – 2016 was read aloud – Adopting a Resolution Ordering and Calling for a Special Election to be Held in North Caddo Hospital Service District of the Parish of Caddo, State of Louisiana, to Authorize the Levy of a Special Tax Therein; Making Application to the State Bond Commission in Connection Therewith; and Providing for Other Matters in Connection Therewith. Bruce Walker made a motion to accept Resolution #4 – 2016 To Consider and Take Action With Respect to Adopting a Resolution Ordering and Calling a Special Election to be Held in North Caddo Hospital Service District of the Parish of Caddo, State of Louisiana, to Authorize the Levy of a Special Tax Therein; Making Application to the State Bond Commission in Connection Therewith; and Providing for Other Matters in Connection Therewith. Kenneth Clay seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed. 2) Resolution #5 2016 – Louisiana Compliance Questionnaire – The resolution #5 – 2016 – approval of Louisiana Compliance Questionnaire. David Norman made a motion to approve Resolution #5 – 2016 Louisiana Compliance Questionnaire. Brenda Smith seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed.   IX. Administrative Reports NCMC – 1) Current Activity – Mr. Jones said in the packets was a flyer welcoming Colleen Hannon, PA. Mr. Jones said that we could invite Colleen to September meeting for those that won’t be able to attend the open house on Thursday. She was born and raised in Bossier Parish.  Mrs. Brenda noted that she would like to invite the residents to a Board meeting, to able to put a face with a name.  2) ADP Payroll System Update – Lanell Audirsch stated the last payroll went very well. She also stated she is pleased to say things are looking up.  3) Dialysis Clinic Partnership – Mr. Jones said it’s time for us to make a decision whether to go forward with the Dialysis Clinic. Preliminary discussion has been held whether to build a dialysis clinic on our campus. Mr. Jones said he has an estimate of a cost break down, what it could potentially cost and the revenue it will bring in. Mr. Jones said due to the fact that we are a critical access hospital, we have to go out to bid for items. We would have to go out to bid for the construction of the shell of the building, because that’s all that we would own. Fresenius will own the interior of the building. There are several processes and steps that will have to occur if we decide to move forward. Mr. Jones said McInnis Brother’s Construction did give us a very rough estimate of the cost of that shell. We cannot hold McInnis to this estimate; the purpose was to just get another estimate besides the one Fresenius gave us. Fresenius is giving a 15 year guarantee on renting the building. The rental would be the cost and 8.75% above that. Pat White made a motion to approve moving forward with Dialysis Partnership with Fresenius. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed. 4) Provider Contract Committee Update – Robert Green said the provider contract committee met and agreed to on a new process for payment for the providers. We came up with paying them off of something called WRVU (work relative value unit). The Federal government has tagged every single thing a doctor does with a WRVU.    5) Foundation – Mary said August is always a big month. Everyone had a good time at Denim and Derby. Mr. Jones said the Foundation has discussed Nuclear Medicine for the hospital. They are now also considering fully funding an MRI for our hospital. Lanell Audirsch wanted to the minutes to reflect that Pat White accepted reappointment to the Board. X. Medical Staff Report – a) Recommendations – Allyson Allums – Allyson Allums presented the Medical Staff recommendations for the Governing Board approval: MEDICAL STAFF APPOINTMENTS: 1) Leah Chiles, M.D. – Requests Provisional Privileges in the field of Urology for the period of August 1, 2016 through August 31, 2017. 2) Matthew Bryan Mastrodomenico, M.D. – Requests Provisional Privileges in the field of Pathology for the period of August 1, 2016 through August 31, 2017. MEDICAL STAFF   REAPPOINTMENTS: 1) Donald Majeste, M.D. – Request Courtesy privileges in the field of Radiology for February 01, 2016 through January 31, 2018. 2) Korey Burgin, M.D. – Request Courtesy privileges in the field of Radiology for June 01, 2016 through March 31, 2018. 3) Mansour Mirfakhraee, M.D. – Request Courtesy privileges in the field of Radiology for April 01, 2016 through April 30, 2018. 4) John Woods, M.D. – Request Courtesy privileges in the field of Emergency Medicine for July 01, 2016 through July 30, 2018. EXTENSION REQUESTS:    1) Todd Bruno, M.D. – Request extension for Privileges in the field of OB/GYN due to incompletion of his application. ADVANCED PRACTICE PROFESSIONAL: 1) Colleen Hannon, PA-C – Requests Provisional Privileges in the field of Family Medicine for the period of August 1, 2016 through August 31, 2017. VOLUNTARY RESIGNATIONS: 1) Jodie Gwin, M.D. – Voluntary Resignation of Privileges in the field of OB/GYN as of August 1, 2106 (Physician is relocating to New Iberia) 2) Jeremy Hawkins, M.D. – Voluntary Resignation of Privileges in the field of OB/GYN as of June 31, 2106 (Physician is relocating to Alabama)   Brenda Smith made a motion to accept the medical staff recommendations for medical staff reappointments, extension requests and voluntary resignations. Helen Godfrey-Smith seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed. 2) Chief of Staff Comments – Dr. Taylor had no comments.  XI. Adjourn – There being no further business Kenneth Clay made a motion to adjourn. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Helen Adger, Robert T. Green, Kenneth Clay, Bruce Walker, Helen Godfrey-Smith; Nays: None; Absent: Mary Irvin; Abstained: None The motion passed.

 

NORTH CADDO HOSPITAL SERVICE DISTRICT
North Caddo Medical Center
Vivian, Louisiana

                                                                       

David C. Jones, Secretary

Approved by the Board of Directors at the meeting held August 30, 2016