BOARD MEETING: Regular Meeting DATE: June 27, 2023 MEMBERS PRESENT: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Mary Irvin, Brenda Smith, Pat White. MEMBERS ABSENT: Robert T. Green Jr., (arrived at 4:19 p.m.) Michael W. Nation, Sr. TIME CALLED TO ORDER: 4:03 p.m. OTHERS PRESENT: David Jones, CEO, Drew Burnham, Attorney, Dr. John Woods, Chief of Staff, Brent Leonard, NCMC Controller, Kourtney Tyson, Foundation Director, Stacy Alexander, RN, CNO, Foundation Vice-Chair, Greg Guest, Lab Director, Britney Stringham, Administrative Assistant LOCATION: NCMC NCMC Café Board Chair: David Norman SECRETARY: David Jones I. CALLED TO ORDER – David Norman, Board Chair, called the meeting to order at 4:03 p.m. II. Invocation and Pledge of Allegiance – Brenda Smith offered the Invocation and Kenneth Cochran led the group in the Pledge of Allegiance. III. Approval / Amend Agenda – David Norman stated we need a motion and a second to approve or amend the agenda. Brenda Smith made a motion to approve the agenda as presented. Kenneth Cochran seconded the motion. There was no discussion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Robert Green, Michael Nation. Abstained: None. The vote was unanimous in favor. IV. Community Comments – David Norman, Board Chair stated there was no one present requesting to make community comments. V. Minutes – Regular Meeting May 23, 2023 – David Norman stated we need a motion and a second to approve the minutes with discussion, if any, to follow. Pat White made a motion to approve the minutes of May 23, 2023 as presented. Brenda Smith seconded the motion. There was no discussion or corrections noted. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Robert Green, Michael Nation. Abstained: None. The vote was unanimous in favor. VI. Foundation Report – Kourtney Tyson stated I’m sure that most of you have heard that the Foundation was gifted $50,000 from First Guaranty Bank. Our next big fund raiser is a raffle. We are still waiting on our licensing from the state. I called them this week. Our application was submitted in April. I’m patiently waiting for the state’s response for our license so we can figure out our raffle process. Thank you. VII. Chief of Staff Report – David Jones stated that Dr. Woods is busy in the Emergency Room at this time and may be in later during the meeting and will give a report at that time. VIII. Old Business – 1) Update Building Projects: David Jones said an update on the building projects, Benton is making some progress and moving along. We are getting to the point to where we are getting close to seeking LDH’s approval for us to move into the new section. The next project – the dirt work for the area we just purchased in Blanchard, it’s clean and smooth. The architect that we are engaging has completed the plans for the pharmacy and given us a cost estimate. There is only one pharmacy in that area and it is extremely busy. South Bossier, we are still waiting opening of bids for our dirt work on July 18th to open the bids to see what the parking lot and the dirt work for the building will be. The building is still slated to be complete sometime in the late September or October, so we are going to try to do whatever we can do to get the platform ready for it to move in onto. The big building in the back, the construction project there we are still waiting to complete the area that we are going to move the employees into. We had a date of July 15th to be out of that building so that the company redoing the building could start. They are waiting on us. Anyone have any questions about any of those. There were none. David Jones said I would invite the Board to come over a little early and I will keep the board updated and show you the renovations. Dakota and Robbie La Rue have worked hard at redesigning the back third of the PT building that we purchased and I think it’s going to be an extremely nice office suite when complete. Dr. John Woods came in and David Norman asked him to bring the Board up to date. Dr. Woods said to make a long story short, we graduated one group of Residents and have some new ones coming, and besides that all is good. That’s the summary. If anyone has any questions I will be glad to answer them. A question was asked who is the Resident that is staying. Dr. Woods replied Dr. Chase Herrera. David Jones said Dr. Herrera will be setting up practice here. Whenever we open South Bossier Dr. Sharpe will be moving there. Dr. Herrera is going to be a good one and he will build his practice as time goes on. He’s been working some in the Emergency Room and filling up some slots for Dr. Woods which is good prep. David Norman asked if anyone else had any questions. (Robert Green arrived at 4:19 p.m.) There were none. IX. Review May 2023 Statistics and Financials – 1) Statistics: Brent Leonard, NCMC Controller, stated overall for the month of May you’ll see Inpatient wise it remained pretty flat compared to the previous month. Not much change there. Outpatient, you’ll see some variances; increases and decreases across different departments. Radiology saw a few decreases there, Therapy saw some increases that kind of made up that difference. May Statistics were given. Any questions? There were none. 2) Financials: Dakota Robinson, CFO, stated on the Financial Analysis, as you can see across a lot of our Inpatient stats, especially the past three months, we’ve sort of seen that trend to where we were pre-COVID where our summer months trended down. I think we are seeing that sort of start to establish itself again. Financial discussion followed. David Norman said if there are no other questions or discussion I would entertain a motion and a second to approve the Statistical and Financial reports as presented. Ronnie Festavan made a motion to approve the Statistical and Financial reports as presented. Kenneth Cochran seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to accept the Statistical and Financial Reports as presented. X. New Business – 1) Budget Fiscal Year 2024 – David Jones said we have a lot of new business but it’s really a lot of housekeeping type items. Last Board meeting you should have receive your Draft Budget for Fiscal Year 2024. We didn’t receive too many inquiries so if I could get a motion and a second I think Dakota has the Revenue Statement that he will go over as a high level review. Ronnie Festavan made a motion to approve the Budget for Fiscal Year 2024. Brenda Smith seconded the motion. Dakota Robinson, CFO, stated I would say it is a very, very conservative budget. David Norman asked if there was any other discussion. David Norman called for a vote on the acceptance of the budget as presented. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to accept the budget for Fiscal Year 2024. 2) Cost Report Engagement: David Jones stated that items #2, #3 and #4 are related but we will address them separately; the Cost Report Engagement, the Audit Engagement and AUP Audit Engagement Letter. The Cost Report, we switched companies last year and went with WIPFLI and we have really seen a net in cash. It is certainly our suggestion that we engage with WIPFLI again. The cost will be around $18,000. If I could get a motion and a second I will answer any questions you may have. Brenda Smith made a motion to approve the Cost Report Engagement with WIPFLI. Robert Green seconded the motion. There was no discussion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve Cost Report Engagement with WIPFLI. 3) Audit Engagement: David Jones said the Audit Engagement Letter has been received from Lester, Miller and Wells. The Board is very familiar with them. The audit engagement will cost $44,000. Brenda Smith asked is that comparative to last year? Dakota said it’s about a 3% increase. David Norman stated he would entertain a motion and a second to accept the Audit Engagement Letter with Lester, Miller and Wells. Ronnie Festavan made a motion to accept the Audit Engagement Letter with Lester, Miller and Wells. Kenneth Cochran seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to accept the Audit Engagement Letter with Lester, Miller and Wells CPA Firm. 4) AUP Audit Engagement Letter: David Jones said the AUP, the Agreed Upon Procedure Audit, is another thing that the Legislative Auditors office has once again enforced and requiring us do. Lester, Miller and Wells will do that as a side note to the normal audit. It costs between $6,000 and $9,000. It’s more an hourly rate. David Jones said there’s been years in the past where it’s due almost and they haven’t even told the auditors what to look for. They try not to give an exact amount just in case they add something to them. It should run between $6,000 and $9,000 and like I said they will do it as a follow up to the large audit. We need a motion and a second to engage them as well. Kenneth Cochran made a motion to approve the AUP Audit Engagement Letter with Lester, Miller and Wells as presented. Brenda Smith seconded the motion. There was no further discussion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve the AUP Audit Engagement Letter with Lester, Miller and Wells. 5) Compliance Questionnaire: David Jones stated #5 and #6 we will do separately but they are similar. #5 the Compliance Questionnaire, we have to have the Board approve it every year. It is something the state requires. It is very simple questions that we understand the bid laws, ethics and etc. We need a motion and a second for the approval of the questionnaire. Ronnie Festavan made a motion to approve the Compliance Questionnaire. Pat White seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve the Compliance Questionnaire as presented. 6) Policies and Procedures Approval: David Jones stated another thing that the state requires that the Board of Trustees approves all policies and procedures at North Caddo Medical Center. We formed a Policy and Procedure Committee. The Chair of that Committee is in the room if you have any questions for her. That is Stacy Alexander, our CNO. It’s a multiple disciplinary committee. They go over and approve all changes to all procedures throughout our hospital. They have met and approved them and sent in a letters to the Board recommending that you approve the policies and procedures for 2023. David Norman said I will entertain a motion and a second to accept the recommendation of the Policy and Procedure Committee to approve the policies and procedures for 2023. Mary Irvin made a motion that we accept the policies and procedures as stated. Jennifer Fant seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve the Policy and Procedures as presented. XI. Administrative Report – David Jones stated I have a little change. I’ve asked our newly minted Director of Clinical Quality and Outreach, who is also the Lab Director. We have Greg Guest overseeing general work in the clinics and from the get-go Stacy has always been responsible for the nurses in the clinic. There’s only one Chief Nursing Officer; used to be DON, at North Caddo Medical Center, and all nurses report underneath her. There’s been some reasoning and some different variations of lines but now those have been broken and changed so she has more input over what’s going on from a nursing standpoint in our clinics, making sure it’s under a central leadership from that standpoint and we really have a great group of leaders here at North Caddo Medical Center. We have a group that took the initiative to get their Master’s Degrees and further their education and have really stepped forward from a leadership standpoint and Greg has done a great job with our labs, has been doing a great job inside our clinics from the get-go as well, so he was kind of a natural one to step up. He, also, is over our CQI for our whole system and he’s going to give a quick educational update of what CQI is and how we do it here at the hospital. Greg Guest stated I’m going to give a quick synopsis of the overall Quality Program. David Norman thanked Greg Guest for his presentation. Kenneth Cochran said does this mean that all these departments, we’ve got this quality control in each department. David Jones said absolutely. XII. Medical Staff Recommendations – June 2023 Medical Staff Recommendations were presented by Dakota Robinson for Board approval. MEDICAL STAFF APPOINTMENTS: None. MEDICAL STAFF REAPPOINTMENT: 1) Louis Sardenga, M.D. – Requests Courtesy Privileges in the field of Pathology for the period of June 27, 2023 through June 30, 2024. 2) Daniel Hennigan, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of June 27, 2023 through June 30, 2025. 3) Justin Skweres, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of June 27, 2023 through June 30, 2025. 4) Christine Lamoureux, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of June 27, 2023 through June 30, 2025. 5) Jonathan Koehler, M.D. – Requests Courtesy Privileges in the field of Pathology for the period of June 27, 2023 through February 28, 2025. 6) Mansour Mirfakhraee, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of June 27, 2023 through April 30, 2024. 7) Cornelius Bos, M.D. – Request Courtesy Privileges in the field of Radiology for the period of June 27, 2023 through May 31, 2024. 8) Samreena Sara, M.D. – Requests Courtesy Privileges in the field of Sleep Medicine for the period of June 27, 2023 through January 30, 2025. ADVANCE PRACTICE PROFESSIONALS APPOINTMENTS/REAPPOINTMENT: 1) Kayci Wilson NP – Requests Affiliated Privileges in the field Family Medicine for the period of June 27, 2023 through June 30, 2025. EXTENSION REQUEST: 1) David Hilton, M.D. – Requests extension upon completion of reappointment application. VOLUNTARY RESIGNATIONS: None. David Norman said I would entertain a motion and a second to approve the Medical Staff recommendations. Mary Irvin made a motion to approve the (8) Medical Staff Reappointments, (1) Advance Practice Professional Reappointment and (1) Extension Request. Robert Green seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve the Medical Staff recommendations as presented. XIII. Executive Session: David Norman stated we do not have a need to enter into Executive Session for discussion. XIV. Adjourn – There being no further business David Norman said I would entertain a motion to adjourn. Robert Green made a motion to adjourn. Ronnie Festavan seconded the motion. The vote: Yeas: David Norman, Kenneth Cochran, Jennifer Fant, Ronnie Festavan, Robert Green, Mary Irvin, Brenda Smith, Pat White. Nays: None. Absent: Michael Nation. Abstained: None. The vote was unanimous in favor to approve to adjourn the meeting. The meeting adjourned at 5:24 p.m.
North Caddo Hospital Service District
North Caddo Medical Center
Vivian, Louisiana
David C. Jones, Secretary