BOARD MEETING: Regular Meeting DATE: March 22, 2016 PRESENT: Brenda Smith, Robert T. Green, Pat White, Kenneth Clay, David Norman, Helen Adger, Bruce Walker, Mary Irvin, Helen Godfrey-Smith MEMBERS ABSENT: 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, Dr. Chance BOARD CHAIRPERSON: Robert Green, Jr. SECRETARY: David Jones I. Called to Order: Robert Green, Jr., Chairperson, called the meeting to order. II. Invocation and Pledge of Allegiance: Robert Green, Jr., offered the Invocation and Bruce Walker led the group in the Pledge of Allegiance. III. Approval /Amend Agenda Brenda Smith made a motion to amend the agenda to add item #2 under New Business Purchase of Phillips TC70 Cardiograph Machine. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Helen Adger; Nays: None; Absent: Kenneth Clay, Mary Irvin, Helen Godfrey-Smith; Abstained: None The motion passed. IV. Community Comments: Robert Green noted no visitors present at the meeting. V. Minutes – Regular Meeting February 23, 2016 – The minutes of the February 23, 2016 regular Board meeting were mailed prior to today’s meeting for review. Pat White made a motion to approve the minutes as mailed. Helen Adger seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Helen Adger; Nays: None; Absent: Kenneth Clay, Mary Irvin, Helen Godfrey-Smith; Abstained: None The motion passed.
- Old Business 1) Construction Update – Mr. Jones reported we are looking really good right now. The weather over the next couple of weeks doesn’t look extremely bad for the phase we are in. The construction crews are about 95% done with the roof. The crew we have now is working extremely hard. 2) Walter D. White, Hospital Attorney, Renewal of Ambulance Tax and Other Related Issues Update – Doug White, Hospital Attorney, stated after the Board Retreat he was able to contact the people that John Matessino recommended at LHA. Doug noted that when John Wells, CPA, presented at the December Board Meeting he made reference to a case and that it was real. Doug said this is why John Wells was pushing so hard that the CEO should have a bright line authority as to what he is authorized to agree to and for any amount over that the Board needs to be able to approve those contracts and to be able to track it internally. Doug noted the Board has a copy of the Resolution they talked about last month dealing with ambulance tax. Doug White said in discussing the ambulance tax with Mr. Doug Dominick, he told him we are trying to get ahead of the game. Mr. White explained the Hospital would like to get this resolution before the Caddo Parish Commission so that it can be forwarded to the Bond Commission, Secretary of State and the Registrar of Voters. Mr. Dominick said he was aware of the tax. He also noted that this tax is a huge benefit to the Hospital. Doug said he has redrafted the Resolution and left the date blank. He would like to have this done very soon. Doug White stated there are two things he needs guidance on 1) CEO contract passed out last week 2) the Bi-Laws. Robert Green asked Doug White what his recommendation was in regards to contracts. Doug stated his recommendation was the minutes reflect that the CEO has an authority up to a certain amount to approve contracts. The whole Board needs to review and approve all contracts. John Wells recommended assigning a purchase order number to the contracts so that they can be tracked by the accounting department. When it comes audit time, Lester, Miller and Wells wants to see that the minutes reflect where the contract was approved by the Board and that the financial records show that it is paid according to said contract. Mr. Jones has some tables that show what is commercially reasonable in the physician world for rural hospitals Mr. Jones stated he would like for himself, Allyson and Doug White to have a conference call with John Wells to clear up some muddy waters in regards to regular contracts and physician contracts. Brenda Smith inquired as to whether or not we needed to set up a committee to review Physician contracts. Mr. Jones said yes, that the auditor recommended setting up a committee for this task. Robert Green asked Mr. White to clarify how soon the Resolution needed to be passed. Doug stated the Registrar of Voters said they do not need it before June 2016. Doug said he wasn’t sure how long it would take to get on the Caddo Parrish Commission docket. Doug said in his view the sooner the better to approve the Resolution, that way he can hand it to the Commission and let them know we would like an election in December 2016. Doug said when he gets the Resolution from the Commission he will forward it to Foley and Judell, the Registrar of Voters, and the Secretary of State and then wait to see what they require in addition to what we have already done. Mrs. Adger asked if we would have to pay for the election. Doug White said yes. Brenda Smith asked Doug in regards to the Bi-laws what he was looking for. Doug stated he is looking for the Board’s guidance. Doug noted that Bi-Laws included the Resolution that was just discussed. Brenda Smith, Helen Adger, Helen Godfrey-Smith, David Jones and Doug White volunteered to serve on the Bi-Law committee. 3) Surplus Equipment – Mr. Jones stated we had one bidder for every piece of equipment we had. He is bringing a check and will pick up the equipment soon. 4) Alaris PC Units, Pump Modules, License for Alaris System Software, Including upgrade of Current Units with Annual Maintenance and Support Update – The PC unit pumps modules and the license for the Alaris system is not installed yet. They are currently in line to get the replacement units. We are currently using some loaner equipment. We are trying to configure when the software upgrade will happen. Mr. Jones said hopefully by the next board meeting that should be done. VII. 1) Review February 2016 Statistics – Allyson Allums – Allyson Allums presented the February Statistical Report. There were 68 Admissions and 65 Discharges with Total Days Stayed –263. The Average Length of Stay – 4.0 Days. Total In-patient Days – 299. The average Daily Census – 10.3 Our Total Occupancy Rate was 68.70%. Total Surgeries for February (In-patient – 5 / Outpatient – 0). Endoscopies performed in February – 14. The total Emergency Room patients seen – 417. Swing Bed Admission – 11. There were 139 Total E.M.S. runs in February. Observation Patients for February – 34. There were 6 Newborns in February. The total Patient Visits for the Medical & Surgical Clinic is 2065. The Plain Dealing Clinic saw 650. Benton Medical saw 73. There were 31 Mammograms for February. 2) Review February 2016 Financials – Allyson Allums – Allyson Allums presented the Financials. She reported Bad debt was 2.0% Days cash on hand 29. Hospital Revenue over Expense. Revenue –$3,805,330 Expense – $1,833,629 with a loss of $4,463. AR Days 66.6 days. The AR Days for all three facilities – 57.42 Plain Dealing Clinic – Revenue over Expense. Revenue –$136,666 Expense – $114,183 with a loss $7,225. Medical and Surgical Clinic – Revenue over Expense. Revenue – $517,617 Expense – $355,259 with a loss of $8,608. Benton Clinic – Revenue over Expense. Revenue –$14,644 Expense – $4,589.48 with a profit of $3,711.50. Self-Funded Insurance –Total Insurance Expense – $101,998.85 Pat White made a motion to accept the Statistical and Financial Reports as presented pending the audit. Helen Adger seconded the motion. . The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Mary Irvin, Helen Adger, Helen Godfrey-Smith; Nays: None; Absent: Kenneth Clay Abstained: None The motion passed. VII. New Business – 1) Resolution #2 – 2016 Authorizing North Caddo Medical Center to Seek Renewal of Our 5% Millage – David Jones read aloud Resolution #2 – 2016. A resolution ordering and calling a special election to be held in North Caddo Hospital Service District on December 8, 2016, to authorize the continuation of a levy and collection of a 5.0 mill property tax therein; making application to the State Bond Commission; and providing for other matters in connection therewith. David Norman made a motion to accept resolution #2 – 2016. Helen Godfrey-Smith seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Helen Adger, Mary Irvin, Helen Godfrey-Smith; Nays: None; Absent: Kenneth Clay Abstained: None The motion passed. 2)Purchase of Phillips TC70 Cardiograph Machine – Pam Hughes reported we currently have 2 Cardiograph machines. One is 14 years old and the other is 5 years old. The 14 year old machine needs replacing. Mr. Jones said it is a direct patient care piece of equipment. David Jones is recommending purchasing the Phillips TC70 Cardiograph machine. Bruce Walker inquired about the service agreement. Pam stated the first year is covered. After that is a $1,000 for 5 years for a service agreement. Five years is maximum Phillips will go. Helen Godfrey-Smith made a motion to accept the CEO’s recommendation to purchase the Phillips TC70 Cardiograph machine. Brenda Smith seconded the motion. The vote: yeas: Pat White, David
Norman, Brenda Smith, Robert T. Green, Bruce Walker, Helen Adger, Mary Irvin, Helen Godfrey-Smith; Nays: None; Absent: Kenneth Clay Abstained: None The motion passed. IX. Administrative Reports NCMC – 1) Current Activity – David Jones said he hoped everyone enjoyed the Board Retreat. The moderator did an excellent job and was very knowledgeable. Mr. Jones said he liked that John Matessino brought Mark Marley with him. Mark brought experience to the table as a long time former CEO of several organizations. Mr. Jones said the Board should have a synopsis of the SWOT analysis. Mr. Jones noted we have not had a hospital crawfish boil in several years. He said we are looking at getting that planned. The crawfish boil will be held at Dr. Haynes’ home. Mr. Jones said when he spoke with Dr. Haynes about it, Dr. Haynes was very excited to host it. Mr. Jones said we are still working with Shavers to get a quote. We are shooting for April 23, 2016 from 11:00-2:00. Brenda Smith said she wanted to thank anyone who had a hand in making the Board Retreat a success. It was a gorgeous location. 2) ADP Payroll System Update Lanell Audirsch, Human Resources Director, stated we have weekly conference calls on Monday with the project manager. We are still on track to go live pay period ending May 31, 2016. 3) Dialysis Clinic Partnership – Mr. Jones said he received an email this afternoon that this week is the final approval week from their side. Mr. Jones said they should be getting back with him this week with cost and time frame. Hopefully by the next board meeting we will have some definite figures for some decision making. 4) Foundation Mary Coil reported that department heads and physicians had turned in some projects they want the Foundation to look at. Mary said there were about 10 projects for the Foundation to look at and talk about. X. Medical Staff Report – a) Recommendations – Allyson Allums – Allyson Allums presented the Medical Staff recommendations for the Governing Board approval: MEDICAL STAFF APPOINTMENTS: None at Present MEDICAL STAFF REAPPOINTMENTS: 1) Nicole McCommon, M.D. – Reappointment to the Active Medical Staff of North Caddo Medical Center for the period of March 01, 2016 through March 31, 2018. 2) Thomas Vreeland, M.D. – Reappointment for Courtesy Medical Staff privileges for Radiology for May 01, 2016 through May 31, 2018. 3) Michael Futrell, M.D. – Reappointment for Courtesy Medical Staff privileges for Cardiology for April 01, 2016 through April 30, 2018. 4) Zamani Ramin, M.D. – Reappointment for Courtesy Medical Staff privileges for Radiology for February 01, 2016 through December 31, 2018. EXTENSION REQUESTS: 1)Wayne Homza, M.D. – Request extension due to information not being completed in a timely manner. 2) Travis Henley, M.D. – Request extension due to information not being completed in a timely manner. 4) Donald Majeste, M.D. – Request extension due to a leave of absence. 5) James Price, M.D. – Request extension due to information not being completed in a timely manner. ADVANCED PRACTICE PROFESSIONAL: None at Present VOLUNTARY RESIGNATIONS: 1) Kirk Martinson, CRNA – Medical Staff privileges in the area of Certified Registered Nurse Anesthetist for the period of February 1, 2016 through February 29, 2107. VOLUNTARY RESIGNATIONS of ADVANCE PRACTICE PROFESSIONALS: 1) James C Barrow, M.D. – Resigns Medical Staff Privileges in the field of OB/GYN for the February, 2011 through February 2016. Pat White made a motion to accept the medical staff recommendations for medical staff reappointments, extension requests and voluntary resignations. Bruce Walker seconded the motion. The vote: yeas: Pat White, David Norman, Brenda Smith, Robert T. Green, Bruce Walker, Mary Irvin, Helen Adger, Kenneth Clay, Helen Godfrey-Smith; Nays: None; Absent: None Abstained: None The motion passed. 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, Robert T. Green, Bruce Walker, Mary Irvin, Helen Adger, Kenneth Clay, Helen Godfrey-Smith; Nays: None; Absent: None Abstained: None The motion passed. The meeting adjourned.
NORTH CADDO HOSPITAL SERVICE DISTRICT
North Caddo Medical Center
Vivian, Louisiana