BOARD MEETING: Regular Meeting DATE: January 26, 2016 PRESENT: Brenda Smith, Robert T. Green, Pat White, Kenneth Clay, David Norman, Helen Adger, Bruce Walker, Helen Godfrey-Smith MEMBERS ABSENT: Mary Irvin OTHERS PRESENT: David Jones, CEO, Pam Hughes, COO, Allyson Allums, CFO, Mary Coil, Marketing Director / NCMC Foundation Executive Director, Lanell Audirsch, Human Resources Director, Doug White, Hospital Attorney, Allan Offner, Folley & Judell BOARD CHAIRPERSON: Brenda Smith SECRETARY: David Jones I. Called to Order: Robert Green, Jr., Chairperson, called the meeting to order. II. Invocation and Pledge of Allegiance: Brenda Smith offered the Invocation and Pat White led the group in the Pledge of Allegiance. III. Approval /Amend Agenda: Pat White made a motion to amend the agenda to move up item #1 under New Business to insert after item number 5; also add an Executive Session after Medical Staff. Brenda Smith seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Abstained: None. The motion passed. IV. Community Comments: Robert Green noted no visitors present at the meeting. Approval of Amended Meeting December 29, 2015 – The minutes of the December 29, 2015 regular Board meeting were mailed prior to today’s meeting for review. Bruce Walker made a motion to approve the minutes as mailed. Pat White seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Abstained: None The motion passed. VI. New Business 1) Adopt Resolution # 1 – 2016 – Mr. Jones stated that Alan Offner with Folley and Judell is here to discuss Resolution #1- 2016. Mr. Offner stated the financing for the project for the new hospital is $25 million; $11.2 million is coming from sales tax and bonds. On June 25, 2013 the hospital adopted a resolution authorizing the issuance of $13.8 million of taxable hospital revenue bonds. Also, provided for interim financing through the issuance of bond anticipation notes. The first series was issued in the amount of $10 million. Those notes were delivered 1/22/14. That note has been providing the interim financing for the construction going on right now. This is the second supplement resolution. The first provided for $10 million for series A bond anticipation notes. The second supplement resolution provides for the issuance of $3.8 million of bond anticipation notes series B. They will be issued in the form of 2 notes; one note in the amount of $3,000,040 million to bear interest at a rate of 3.25% the remaing $760,000 will be bought by the Louisiana Publics Facility Authority and will be non-interest bearing. After all of series A bond has been used then the series B bond will be delivered. A resolution supplementing a resolution adopted by the Board of Commissioners on June 25, 2013, entitled “A resolution providing for the incurring of debt and issuance, sale and delivery of Thirteen Million Eight Hundred Thousand Dollars ($13,800,000) of Taxable Hospital Revenue Bonds, Series 2014, of North Caddo Hospital Service District of the Parish of Caddo, State of Louisiana; prescribing the form, terms and conditions of said Bonds; designating the date, denomination and place of payment of said Bonds; providing for the payment thereof in principal and interest and entering into certain other covenants and agreements in connection with the security and payment of said Bonds; and providing for interim financing in connection with all or a portion of the project being funded with the proceeds of the bonds through the issuance, sale and delivery of Bond Anticipation Notes”. Brenda Smith made a motion to accept resolution #1 – 2016. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Helen Adger; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith; Abstained: None The motion passed. Helen Godfrey-Smith and Kenneth Clay were present at the Board meeting but were absent from meeting at the time the vote was taken. VII. Old Business 1) Construction Update – Pam Hughes reported same story, rain which has the project behind schedule. The steel work should be complete this week and then hopefully next week they will pour the concrete. Mr. Walker asked if any dirt work had been done. Pam stated no but she noted they have been working on plumbing so that they can pour the second level and then pour the first level. Pam stated we’ve already used 125 rain days. VIII. 1) Review December 2105 Statistics – Allyson Allums Allyson Allums presented the December Statistical Report. There were 73 Admissions and 81 Discharges with Total Days Stayed –316. The Average Length of Stay – 3.9 Days. Total In-patient Days – 308. The average Daily Census – 9.9 Our Total Occupancy Rate was 66.20%. Total Surgeries for December (In-patient – 5 / Outpatient – 2). Endoscopies performed in December – 8. The total Emergency Room patients seen – 500. Swing Bed Admission – 16. There were 131 Total E.M.S. runs in December. Observation Patients for December – 51. There were 6 Newborns in December. The total Patient Visits for the Medical & Surgical Clinic is 1844. The Plain Dealing Clinic saw 609. Benton Medical saw 62. 2) Review December 2015 Financials – Allyson Allums – Allyson Allums presented the Financials. She reported Bad debt was 7.0% Days cash on hand 24. Hospital Revenue over Expense. Revenue –$3,666,163 Expense – $1,796,591 with a profit of $15,211. AR Days 70.08 days. The AR Days for all three facilities – 63.7 Plain Dealing Clinic – Revenue over Expense. Revenue –$121,552 Expense – $71,028 with a profit $13,058. Medical and Surgical Clinic – Revenue over Expense. Revenue – $405,291 Expense – $251,416 with a profit of $1,938. Benton Clinic – Revenue over Expense. Revenue –$11,524.18 Expense – $10,190 with a loss of $1,938. Self-Funded Insurance – Total Health Premiums – $33,587.71Total Medical Claims – 448 Total Paid Claims – $73,387.97. Mr. Jones said we recently had a shooting victim that came to the ER. The man passed away here at our hospital. A lot of family and friends present. The new ER was able to be locked down to protect the staff. The Vivian Police Department was on the grounds and they were a great help keeping the situation from escalating. 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, Robert T. Green, Bruce Walker, Helen Adger; Nays: None; Absent: Mary Irvin, Kenneth Clay, Helen Godfrey-Smith Abstained: None. The motion passed. IX. New Business – 1) Adopt Resolution #1 – 2016 – Moved up on Agenda. 2) Review/Revise Employee Tuition Reimbursement Program Policy – Mr. Jones said the tuition reimbursement program had conflicting information on it. The policy and the form stated two different things. This policy was approved in November 2005 We do not have a part time classification. We have fulltime and relief employees. Mr. Jones said it was never the intention of the policy to offer this benefit to relief employees. A relief employee could work 1 day in 90 days and make more off the tuition reimbursement program than they could in wages. Mr. Jones said he would like the words “or PRN” stricken from the policy. Brenda Smith made a motion to revise the tuition reimbursement policy to remove the words “or PRN” from the first bullet of the policy that read “Must be fulltime or PRN Nor
th Caddo Medical Center employee”. Pat White seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Nays: None; Absent: Mary Irvin, Abstained: None. The motion passed. X. Administrative Reports NCMC – 1) Current Activity – David Jones stated we attempted a conference call with the Dialysis Company. Just as the call started our internet went down. Fresenius sent out one of their land specialists to evaluate the two places on our campus where the clinic could be located. One possible location would be on the South East side and the other on the South West side. Mr. Jones said he prefers the South West side because this wouldn’t block the view of the hospital coming North on Hwy 1. The land specialist said he preferred the South West corner. Fresenius talked about reducing the square footage of the dialysis clinic from 7,000 square feet to 4,900 square feet. Even with the reduction in square feet the clinic would still have the same number of dialysis stations. Mr. Jones said the board had talked about using Cypress Bend Resort in Many, La for a board retreat. The resort is located 70 miles South of Shreveport. Mrs. Helen Godfrey-Smith stated she had a proposal based on estimated dates in March. Mrs. Helen noted it is a very nice resort. Mr. Jones said March 3rd and 4th could work. That would give us ample time to get together speakers. Mr. Jones said August will be here before we know it. Mary Coil and Mary Irvin will be working together to plan Dr. Haynes retirement party. Mr. Jones said we want to place an official announcement article in the paper. In May, Mary stated they are looking at options for an invitation only dinner for his formal retirement party. Mary stated around June/July there would be a public retirement party. 2) ADP Payroll System Update – Lanell Audirsch, Human Recourses Director, stated she spoke with project manager (Mary Boss) by phone on last Friday. Mary Boss had a list of things she need. Lanell said she has sent this information to the Mary. We are still on task to go live pay period ending May 31, 2016. There will be an analysis call on Friday. 3) Dialysis Clinic Partnership Discussion held during Current Activity 4) Foundation – Mary Coil reminded the Board that they can payroll deducted their Foundation donation from their Board check. Mary said the Foundation Board is planning a strategic meeting. Mary stated the Chamber of Commerce Banquet will be February 23, 2106 which is the same night as the meeting. Mary told the Board members she would be in contact with them to see how many tickets they would like. Mr. Jones said since it’s the same night as our meeting; we will meet at 5 and skip our meal. XI. Medical Staff Report – a) Recommendations – Allyson Allums – Allyson Allums presented the Medical Staff recommendations for the Governing Board approval: MEDICAL STAFF APPOINTMENTS: 1) Joszi D. Aldridge, M.D. – Provisional Medical Staff Privileges in the field of Emergency Medicine for the period of January 01, 2016 through January 31, 2017. MEDICAL STAFF REAPPOINTMENTS: 1) Cornelius Bos, M.D. – Courtesy Medical Staff privileges in the field of Radiology for the period of February 01, 2016 through February 28, 2018. EXTENSION REQUESTS: None at Present ADVANCED PRACTICE PROFESSIONAL: None at Present VOLUNTARY RESIGNATIONS: None at Present. VOLUNTARY RESIGNATIONS of ADVANCE PRACTICE PROFESSIONALS: None at Present XII. Executive Session – Helen Godfrey-Smith made a motion to enter into Executive Session for the purpose of discussing a personnel matter. Pat White seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Nays: None; Absent: Mary Irvin, Abstained: None. The motion passed. The meeting was closed to the public. Executive session was entered into. The meeting was reopened to the public. No action was taken during the Executive Session. Helen Godfrey-Smith made a motion to enter back into regular session. Kenneth Clay seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Nays: None; Absent: Mary Irvin, Abstained: None. The motion passed. Brenda Smith made a motion to offer Mr. Jones a performance incentive for the year 2015. Helen Godfrey-Smith seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Nays: None; Absent: Mary Irvin, Abstained: None. The motion passed. XIII. Adjourn – There being no further business Kenneth Clay made a motion to adjourn. David Norman seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Kenneth Clay, Helen Godfrey-Smith, Helen Adger; Nays: None; Absent: Mary Irvin, Abstained: None. The motion passed.
NORTH CADDO HOSPITAL SERVICE DISTRICT
North Caddo Medical Center