BOARD MEETING:  Regular Meeting   DATE:  December 17, 2020    MEMBERS PRESENT:  Mary Irvin, David Norman, Patricia White, Ronnie Festavan, Brenda Smith, Kenneth Cochran MEMBERS PRESENT VIA TELECONFERENCE: Robert T. Green, Jr., Helen Godfrey-Smith)   MEMBERS ABSENT: Kenneth Clay (arrived at 4:09 p.m.)     TIME CALLED TO ORDER:  4:03 p.m.   OTHERS PRESENT: David Jones, CEO, Pam Hughes, COO, Dakota Robinson, CFO, Mary Carroll, CPA with Lester, Miller & Wells CPA Firm (via teleconference), Mary Coil, Foundation Executive Director / Marketing Director, Walter D. (Doug) White, Hospital Attorney (via teleconference), Britney Stringham, Administrative Assistant, Lanell Audirsch, Admin. Asst.    LOCATION:  NCMC Café and Via Teleconference – Conference ID 717 819 009 #    BOARD CHAIR: Mary Irvin    SECRETARY:  David Jones      I.  CALLED TO ORDER – Mary Irvin, Board Chair called the meeting to order at 4:05 p.m.     II. Invocation and Pledge of Allegiance – Brenda Smith offered the Invocation. Pat White led the group in the Pledge of Allegiance.     III. Approval / Amend Agenda – Mary Irvin stated we need a motion and second to approve and or amendment of our agenda. There were no amendments. Helen Godfrey-Smith made a motion to approve the agenda. Brenda Smith seconded the motion. The verbal vote: Yeas: Pat White, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran, Robert Green, Helen Godfrey-Smith.  Nays: None. Absent: Kenneth Clay.  Abstain: None. The motion passed by unanimous vote in favor.   IV. Community Comments – Mary Irvin, Chair, inquired if there was anyone from the community logged on. Dakota Robinson stated there were no visitors logged on. Mary Irvin noted there are no community comments.   V. Presentation of Fiscal Year End Audit – 2019 – 2020 and Cost Report by Lester, Miller & Wells CPA Firm – Dakota Robinson stated that Mary Carroll is here via conference call to speak. Typically in December we see the Audit and the Cost Report come through. Mary wanted to join us today. We filed for extensions on that. Mary Carroll said thank you very much for your time. The finances, with all the HHS funds and trying to make up the rules as they go has been very, very stressful to the accountant side. We are still in a holding pattern right now, so we are not comfortable releasing a financial audit at this point in time because we are still waiting on directions from the federal government to release their paperwork and the forms for calculating how the provider relief funds will be expected as following the terms and conditions of being spent appropriately. (Kenneth Clay arrived @ 4:09 p.m.) Anyway, long story short, when you had your July Board meeting, Dakota gave you a preliminary June Financial Statement and the year’s net profit was a good, healthy just over $2 million dollars net income for the year and that was before any of this CARES Act money it’s going to be recognized as spent and earned. So, whatever the number is for the final audit report, the net bottom line is going to get better. Mary Irvin asked are there any questions for Mrs. Carroll on this information. Dakota Robinson asked Mary Carroll do you believe that this will be something that we’ll have ready come the January Board meeting or it all just depends on the government and what they’re willing to spit out. Mary Carroll replied at this point I can’t guarantee anything until I get all of the pieces of the puzzle together that I have no control over. Mary Irvin asked they did give us a deadline, right, of February 15th, or something like that for something so surely they will have to have something out. Mary Carroll said yes, we originally asked the Legislative Auditor for additional amount of time. Mary Irvin asked Mary Carroll would it be fair to say that we are not the only ones in this situation. Mary Carroll replied oh, no. It’s every governmental entity. Mary Irvin thanked Mary Carroll. Mary Irvin thanked Dakota for connecting Mary Carroll. VI. Minutes – Regular Meeting November 24, 2020 – The minutes of the Regular meeting held November 24, 2020 were mailed prior to today’s meeting for review.  David Norman made a motion to approve the minutes of November 24, 2020 as mailed. Pat White seconded the motion. Mary Irvin asked if there was any discussion or corrections to be made regarding the November 24, 2020 minutes at this time. There were none. The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran, Robert Green, Helen Godfrey-Smith.  Nays: None.  Absent: None.  Abstained: None. The motion passed by unanimous vote in favor.    VII. Foundation Report –  Mary Coil, Foundation Executive Director, reported that the Christmas Tree Auction was finished up on December 2nd. It went great. We had 35 trees that different area businesses and individuals took and they decorated, donated their time and decorations. They did wonderful. Also, to end the year with our Board, Missy Moore has served as President for two years. I cannot say enough about what Missy did, and will continue to do as a member. She did as much as she possibly could for us. The Foundation Board was able to give her our thanks for the job she did as Chair and at the same time welcome on our new Chair which is Crystal Wooldridge as well as our Vice-Chair which is Mrs. Edie Festavan. We are looking forward to 2021.    VIII. Chief of Staff Report – David Jones noted that one of our ER Physicians experienced a personal tragedy this week and Dr. Woods has been filling in for him. He was unable to attend. He said the majority of his comments would actually go towards #1 under New Business anyway, so, for the most part everything is going pretty smooth and he appreciates everything that you do for them. David Jones noted that we did start administering the COVID vaccine as of yesterday. We are pretty much all done with the first batch of doses.  IX. Old Business – 1) Purchase of Lab Analyzer for COVID-Ag Testing Update:  David Jones noted that we have quite a few things of Old Business to go over. We finally got some good news on the Lab Analyzer. We actually have it and have it up. It is ready to run tests except we used all the reagent we had getting it validated and ready to run.  2) Update on 5948 North Market Street 2 Acres:  A quick update on 5948 North Market. The MPC did approve the rezoning of the property. It is now going on the agenda for the January Commission meeting. Mary Irvin recognized Kenneth Cochran to speak. Kenneth Cochran said I have just one question. Are we at a point where we can talk about it a little bit or not. David Jones said absolutely. Kenneth Cochran said I thought we could but I wanted to make sure. David Jones said we’ve tried to go on face book and to start few things. David Jones said the sign will state “the future home of” with a large picture that you have seen and two ways – north or south – you will be able to see them easily as to what it going there. Mary Irvin recognized Brenda Smith to speak. Brenda Smith addressed David Jones. You talked about the clinic would have to be up and running and seeing patients before we can apply for the Rural Health Clinic license. Is there a quota of the number of patients we need to see or is there a timeframe. David Jones replied no. Brenda Smith said thank you.   3) Transport Van Replacement Purchase Update:  David Jones noted we have been waiting for a solid delivery date.   4) Nurse Call System Upgrade Update:  David Jones said that the Nurse Call System Upgrade is, I think, about 80 to 90% done. Honestly, by next Board meeting this should be done.  5) Update on Sick Time Buy Back: David Jones reported that Sick Time Buy Back, once again, was a huge success.  6) Update on Surplus Van: We are waiting until we can get a solid date to push forward with the actual auctioning off of the other van.  Mary Irvin recognized Ronnie Festavan to speak. Ronnie Festavan asked on the new van what type of lettering, signage are we going to have on the new van. Who is in charge of that? David Jones stated we have a slide with what it will look like with one variation. Ronnie Festavan said the only reason I raised that question is that van will become a moving billboard. David Jones said the ambulances have always been out best billboard to be totally honest. Ronnie Festavan said I hope they come up with something really nice.  Dakota Robinson pulled up a slide with what the logos will look like. It sort of matches the layout of our ambulance signage. Ronnie Festavan said that is nice.  Pat White asked if all the markings will be taken off the old van. David Jones replied yes.   7) Update on the Phone System Upgrade:  Dakota said we are waiting on a software upgrade piece. It’s going to be a rolling process. It will probably be done within the next 30 days.  8) Update on Pyxis Drug Cabinets:  David Jones said speaking of long processes, this will probably will be more than likely a three to four month process.   9) Update on Mobile CT Rental:  The Mobile CT – we are on target. I believe it’s January 8th or 9th. That is when it is slated to taken off campus. So it looks like we are only going need that rental one month. If anything changes I will certainly let the Board know.   10) Update on Purchase of Airport Road & Hwy. 1 Property:  I am proud to say we are the owners of a piece of property on the corner of Airport Road and Hwy. 1 or South Pine.   X. 1) Review November 2020 Statistics – Dakota Robinson: Dakota stated there will be some ups and downs in this month. When you look at Admissions, we went from 43 in October to 59 in November and on Swing Bed admissions we had four in October and went to 9. If you look at the Surgeries, we went from 11 surgeries in October to 15 in November. So, year to date we’ve done 76 surgeries which is a 15% increase from the previous year. Endoscopies, it’s sort of a cyclical business. We went from 15 in October to 9 in November. We’ve done 63 year to date. It’s about 15% less than the previous year. ER visits – you’ll see the ER visits sort of, I call it post pandemic, but post, you know the height of it, especially with the stigma of coming to the hospital you’ll see that we are at 434 visits for the month of November. That’s slightly up from 415 in October. Year to date we’re right at 2,200 visits. If we look at Mammography, you’ll see that we went from 55 in the prior month to 38. Year to date we’ve done 256 mammography’s and that’s a 38% increase over the previous year. Newborns – we went from 5 to 9 and we’ve seen a 6% increase year to date with newborns. The clinic had a slight decrease in patient volume. They saw 2,100 patients in October and saw 2,039 in November. Year to date they are almost dead even of what they saw last year. It’s about a 1% difference so the Vivian Clinic is doing well with the number of visits.  We see a very similar thing in Plain Dealing. They saw 676 patients, but year to date, they’ve actually had a 12% increase year to date in patient volume. They are at 3,439 visits year to date which is great. Benton is another one of those areas we saw a slight decline from the previous month to 488 visits. Year to date they’ve seen a significant increase from the year, 17% increase up to 2,700 visits. If you look at the Fitness Center, we had 319 total members in November. You’ll see there were 28 new members added and that’s one of the higher months that we’ve seen, especially in the last quarter and they had a little over 1,400 total visits in the month of November. Mary Irvin said if you haven’t been by the Fitness Center check out what they are doing on the on the front of it. It really catches your attention. Any questions on the statistics portion. There were none. Dakota noted to Helen Godfrey-Smith if you need to speak you will have to unmute your phone. I cannot do that from my end.   2) Review November 2020 Financials:  Dakota Robinson said we will move on to the Financial Analysis. So when we look at the Days Cash on Hand, you’ll see that Days Cash on Hand went from 257 down to about 220. If you combine the CD’s with that sitting right at 239 days Cash on hand, so, it’s still a very, very strong position to be in. If we look at the income statement on Page 3, you’ll see that we did $3.1 million, almost $3.2 million in revenue compared to $2.9 million the previous year. You also see that our contractual adjustments have decreased. You know that when we budgeted this, we expect the contractual adjustments to be around 52%. I think what we’re seeing with the cost report, especially with it going up another $600,000 we’re going to see that expectation drop. But when you look at net patient, net patient revenue wise, over the five month period, we’re $1.6 million dollars in a better position than we were this time last year. When we get into Salaries and Wages, you’ll see that we did a little over $1.2 million in Salaries and Wages compared to a $1,065,000 the previous year. If you look at the Total Operating Expenses, you’ll see Total Operating Expenses of $2.4 million and on the five month period $11.2 million. The bright light, obviously, is below the line. When we look at Non-Operating Revenue, you’ll see that in the Grant section there’s $572,000. Part of that is about $270,000 is the UCC dollars that we’re accruing in that account that we know will be coming in hopefully by first quarter, at the latest, 2021, but we also received a little over $200,000 of the MCIP money. Looking at the Budget on page #8 you’ll see that Net Patient Revenue for the year of $9.7 million compared to budgeted numbers $9.2 million, it’s about 5.7% higher than what we budgeted for, which is great. Lot of that is reflected in the contractual adjustment. Think some of that will correct itself over the next few months. Salaries and Wages, one of the biggest expense is the single biggest expense we have at the hospital, you see that we budgeted for $1.2 million and we were at $1.258, a difference of about $15,000 on the month and on the year were $51,000 under budget there. Probably the largest line item that we’re over budget in is that the medical supplies and drugs we talked about that with being the COVID related expenses and then the increase in the 340B. Dakota asked if there were any questions on the financial statements. There were none. Mary Irvin stated if there are no further questions or discussion on the statistics or financial statements we need a motion and a second to approve our Statistical and Financial Reports. Pat White made a motion to approve the Statistical and Financial Statements as presented subject to audit. Kenneth Cochran seconded the motion. The verbal vote:  Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran, Robert Green, Helen Godfrey-Smith.  Nays: None. Absent: None.  Abstain: None.  The motion passed by unanimous vote in favor.   (Helen Godfrey-Smith departed the meeting @ 5:21 p.m.) (Robert Green departed the meeting at 5:21 p.m.)   X. New Business – David Jones stated if he could have a motion and a second to purchase the Mobile Ultrasound for the Emergency Room through Sonosite for $55,115.00.  I will answer any discussion we have with it. This is the piece of equipment that Dr. Woods told the Board we were looking at purchasing as a replacement to the one that we have now.  Brenda Smith made a motion to approve the purchase the Mobile Ultrasound for the Emergency Room through Sonosite for $55,115.00. Pat White seconded the motion. David Jones said we had quite a bit of discussion last week. Do we have any questions or comments? Mary Irvin stated with discussion at the November meeting and now it is on the table. If there is no other discussion we’ve had a motion and a second and we are ready to vote. The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran. Nays: None.  Absent:  Robert Green, Helen Godfrey-Smith. Abstain: None. The motion passed by unanimous vote in favor. Mary Irvin said thank you all for support of that. I know Dr. Woods will be pleased. 2) Purchase of Cleverly Software for Price Transparency:  David Jones stated #2 on under New Business is something that the government blessed us with this year. If I could get a motion and a second I will explain exactly what it is, but it is software from the company Cleverly to basically be able to produce price expectancy for any type of procedure that someone has here at North Caddo Medical Center in the purchase amount of $14,500.  David Norman made a motion to approve the purchase of Cleverly Software for Price Transparency for the purchase price of $14,500. Brenda Smith seconded the motion. Mary Irvin asked if there were any other questions or discussion. If not we are ready to cast our vote for the Cleverly Software. The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None. Absent: Robert Green, Helen Godfrey-Smith. Abstain: None.  The motion passed by unanimous vote in favor.  3) Temporary Clinic for Blanchard Clinic Contract: David Jones noted that numbers 3 & 4 under new business are related. We will do them separately. It is time to sign the contract for the temporary building in the Blanchard area for the clinic. As the Board knows we will be in a temporary building until the licensing occurs and we can begin construction and that is in the amount of $103,488.51.That includes set up and take down and everything. If I can have a motion and a second I’ll answer any questions you have on them. Ronnie Festavan made the motion to approve the Temporary Clinic for the Blanchard Clinic Contract. David Norman seconded the motion. David Jones said this is the twelve month contract. Of course this may take more than twelve months. We’re hoping not but it might and if so, of course, we will come back to the Board and request an extension on the contract and the amounts therein. The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen-Godfrey Smith. Abstain: None.  The motion passed by unanimous vote in favor.   4) Utility Boring for Blanchard Clinic:  David Jones stated we are still waiting for one quote in, but the lowest quote so far, so the maximum amount we will have to pay for boring of the water and sewage lines underneath Highway 1 is $19,200 and that was from David Lawler, Lawler Construction. If I can get a motion and a second I will go into a more detail. Kenneth Cochran made a motion to approve the utility boring for the Blanchard Clinic. Ronnie Festavan seconded the motion.  David Jones said an additional discussion the main lines are unfortunately on the other side of Highway 1 so we are going to have to connect to Blanchard City water and sewage. Mary Irvin asked if there were any further questions or discussion. There was none.    The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Clay.  Nays: None.  Absent:  Robert Green, Helen Godfrey-Smith.  Abstain: None.  The motion passed by unanimous vote in favor.          XII. Administrative Reports –  David Jones said I kind of jumped the gun a little bit on the pandemic update as well since we have the vaccination in place and being put out. Discussion followed. Mary Irvin said thank you Mr. Jones.   XIII. Medical Staff Report – 1) Recommendations – Dakota Robinson:  Dakota Robinson presented the Medical Staff recommendations for the Governing Board approval. MEDICAL STAFF APPOINTMENTS:  1) Samreena Sara, M.D. – Requests Provisional Privileges in the field of Sleep Medicine for the period of December 17, 2020 through December 31, 2021.   2) Benjamin Williams, M.D. – Requests Provisional Privileges in the field of Emergency Medicine for the period of December 17, 2020 through December 31, 2021.    MEDICAL STAFF REAPPOINTMENT:  1) Stephanie Runyan, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of December 17, 2020 through December 31, 2022.     2) Michael Gates, M.D. – Requests Courtesy Privileges in the field of Radiology for the period of December 17, 2020 through December 31, 2022.  3) Matthew Mastrodomenico, M.D. – Request Courtesy Privileges in the field of Pathology for the period of December 17, 2020 through October 31, 2022.   4) John Chandler, M.D. – Requests Active Privileges in the field of Emergency Medicine for the period of December 17, 2020 through November 30, 2022.   5) Fredric Siskron, M.D. – Requests Courtesy Privileges in the field of Pathology for the period of December 17, 2020 through December 31, 2021.  ADVANCE PRACTICE PROFESSIONALS APPOINTMENTS/REAPPOINTMENT:  1) Kelly Key, CRNA – Request Affiliated Privileges in the field in Anesthesia for the period of December 17, 2020 through December 31, 2022.   2) Samantha Thompson, FNP – Requests Affiliated Privileges in the field of Surgical Assistance for the period of December 17, 2020 through June 30, 2022.   EXTENSION REQUEST:  1) Stephen Taylor, M.D. – Request extension upon completion of his reappointment application.   VOLUNTARY RESIGNATIONS: None.   Brenda Smith made a motion to approve the (2) Medical Staff Appointments, (5) Medical Staff Reappointments, (2) Advance Practice Professionals Appointment/Reappointment and (1) Extension Request. Kenneth Clay seconded the motion.  The verbal vote: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen-Godfrey Smith.  Abstain: None.  The motion passed by unanimous vote in favor.     XIV. Election of Officers for 2021- Mary Irvin stated we will open the floor for Vice-Chair first. Mr. Norman and I just want to state as the leadership for the past year that it has been our honor to serve in leadership and be involved throughout this whole process of this unprecedented year. The floor is open for someone to make a nomination for Vice-Chair. Brenda Smith nominated David Norman for a second term. I would like to say what a great job both of you have done this year. Kenneth Cochran seconded the nomination.  Ronnie Festavan moved that the nomination cease. Kenneth Cochran seconded the motion.  The verbal vote to cease Vice-Chair nomination: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen Godfrey-Smith.  Abstain:  None.  The motion to cease nomination for Vice-Chair passed by unanimous vote in favor.    The verbal vote to approve David Norman nomination for Vice-Chair: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen-Godfrey Smith.  Abstain: None.  David Norman is approved for Vice-Chair for 2021.  Mary Irvin stated the floor is open for the nomination for Chair for 2021. Pat White nominated Mary Irvin to serve as Board Chair for 2021. Ronnie Festavan seconded the nomination. Kenneth Cochran made a motion to cease nomination.  The verbal vote to cease nomination for Board Chair: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.   Absent:  Robert Green, Helen Godfrey Smith.  Abstain: None. Motion to cease nomination passed by unanimous vote in favor.   Verbal vote to approve nomination of Mary Irvin for Chair for 2021: Yeas: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen-Godfrey Smith.  Abstain: None.  Mary Irvin is approved for Chair for 2021.  Mary Irvin said it is an honor to serve this organization. There’s never a time that I walked into the office that I didn’t think what a pleasant place to be and pleasant people to work alongside. We are definitely heartfelt that we want to do what is best for the Board, our Administration and the staff here at our wonderful hospital. I think I speak for both of us that it is definitely an honor to serve.     XV. Executive Session – Mary Irvin stated that is no business for Executive Session.   XVI. Adjourn – There being no further business Mary Irvin called for a motion to adjourn.  Kenneth Clay made a motion to adjourn. David Norman seconded the motion. The verbal vote: Pat White, Kenneth Clay, Ronnie Festavan, Mary Irvin, David Norman, Brenda Smith, Kenneth Cochran.  Nays: None.  Absent: Robert Green, Helen-Godfrey Smith.  Abstain: None.  The motion pass by unanimous vote in favor: The meeting adjourned at 5:49 p.m.

 

North Caddo Hospital Service District

North Caddo Medical Center

Vivian, Louisiana

 

 

 

                                                           

David C. Jones, Secretary

Approved by the Board of Directors at the regular meeting held January 26, 2021

 

 

 

 


 

 

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