BOARD OF TRUSTEE MEETING MINUTES August 24, 2015

Transcription

1 CALL TO ORDER The meeting of the Syringa Hospital & Clinics Board of Trustees was called to order at 12:30pm by Dave Green; Chairman. It was noted that a quorum was present and that due notice had been sent. Other members in attendance were: BOARD MEMBERS Dave Green Craig Spencer Twila Hornbeck Al Bolden Richard Tucker Judy Scribner Steve Didier CLINIC MEDICAL DIRECTOR Matt Told; DO HOSPITAL EMPLOYEES Joe Cladouhos Bill Spencer Yvonne Hoiland Darla Whitley Cindy Daly Lauren Wilson Betty Watson Dina Cervantes JoAnne Smith Clare Chapman Michelle Schaeffer Todd Bledsoe; PA-C GUESTS Michele Gildner APPROVAL OF BOARD MINUTES Minutes of the July 27, 2015 Syringa Hospital & Clinics Board of Trustees meeting were submitted for approval. Steve Didier made a motion to approve the July 27, 2015 Syringa Hospital & Clinics Board meeting minutes as corrected. Judy Scribner seconded the motion. All in favor. Motion carried. Page 1 of 7

2 GENERAL DISCUSSION ITEMS 1. Support of families affected by fires in Kooskia and Kamiah. 2. Board policies on the website 3. Retreat follow up 4. Construction hand out B update ADMINISTRATIVE REPORTS AND QUESTIONS Chief Nursing Officer- regarding the FY2016 budget, Al asked if a request for digital radiology was submitted. Cindy stated yes, but the Leadership Team felt it was a good grant opportunity. She discussed the service area and staffing for Hospice but was unable to answer questions on reimbursement. Dave suggested having Cindy do another Board education on the Hospice program due to new Board members. Director of Human Resources- written report submitted. Director of Facilities- a cost and financial summary prepared by Idaho Stage LLC was distributed. Bill reported on the progress of the renovation. Foundation- Twila reported the Thrift Shop plans to do needed building improvements and intends to connect to city water. Chief Financial Officer- Twila asked for clarification on the hospitals financial position based on the volumes. Betty stated cash has increased this fiscal year due to increased activity. Dave inquired on the decrease in surgery and physical therapy visits. Betty stated physical therapy volumes are down because we no longer have Occupational Therapy. Cindy answered questions on surgery. Joe reported he will be meeting at SMH to discuss ideas to benefit of sharing clinical staff. MEDICAL STAFF REPORT Joe reported on behalf of the Medical Staff from their last meeting that the physicians discussed and passed a motion to recruit a Clinical Social Worker. The Medical Staff also wanted to hire another locum s physician to help with weekend ER call. Bill added that Idaho received a grant for the Community EMT Program with its primary goal to reduce readmissions. Todd Bledsoe new PA introduced himself to the Board. Page 2 of 7

3 Dr. Told joined the meeting and discussed the Medical Staff s expectations for utilizing a Social Worker. FY 16 BUDGET Twila presented the FY16 Budget Requests. She asked Betty to report on what items didn t make the FY16 budget. Betty stated 1) radiology requested to switch from computerized radiology to digital and to purchase a new portable x-ray machine 2) Dragon dictation that would reside on our system and 3) a fetal heart monitor that would connect to Cerner. Betty stated the FY16 was prepared conservatively with flat volumes, including a 2% wage increase and a physician joining our Medical Staff next summer. Dave suggested having Betty further explain the details of the FY16 budget at a separate meeting. Betty said the 340 B program wasn t included because of its uncertainty. The following resolutions were submitted for Board approval as recommended by the SHC Finance Committee; Resolution 1: FY16 Budget Resolution 2: Section FY16 Tax Levy for comprehensive liability insurance in the amount of $55,000. Resolution 3: Section FY16 Tax Levy for operation, maintenance and upkeep of the works and equipment of the district in the amount of $192, 275. Resolution 4: Section FY16 Tax Levy for the purpose of purchase of necessary equipment and building improvements in the amount of $192, 274. Twila Hornbeck made a motion to approve the four resolutions as presented. Craig Spencer seconded the motion. All in favor, motion carried. WEBB BUILDING Clare Chapman and Michele Gilder attended the meeting to discuss how the Foundation could assist with funding the renovation project. Clare submitted a proposal for the Board to consider transferring the Webb Building to the Foundation because of grant restrictions with regards to awarding money to governmental entities such as SHC. A proposed financial structure was distributed and explained by Clare. Dick Tucker made a motion to sell the Webb Building to the Foundation for $275,000. Twila Hornbeck seconded the motion, but moved to table the vote until the September 28 th Board of Trustees meeting. Dick Tucker seconded that motion. All in favor, motion will be discussed at the next meeting. Page 3 of 7

4 Clare reported the Foundation Executive Committee solicited responses from three qualified persons / organizations and one responded, and the committee is recommending that the SHC Board of Trustees select CEDA as the grant writer/ administrator for the Idaho Community Development Block Grant. Twila Hornbeck made a motion to approve the recommendation from the Foundation Executive Committee regarding the administrator for the Idaho Community Development Block Grant. Al Bolden seconded the motion. All in favor, motion carried. KOOSKIA CLINIC Joe suggested having a Meet the Providers Open House in October to introduce the two new Physician Assistants, and to revisit discussion regarding opening another day of the week after the first of the year. Joe said data will be collected to see how often patients call to see if there is a provider in the office and how often they request to see the current provider. A Kooskia Clinic Ad Hoc Committee was formed and a date for the first meeting was set for September 9 th CALENDAR Kooskia Clinic Committee meeting- September 9 th at 1:00pm in the NWA Medical Staff meeting- September 16 th at 12:30pm in the NWA Planning Committee meeting- September 28 th at 11:00am at the Soltman Center COMMITTEE REPORTS PI- Lauren was asked to bring the HCAPPS scores to the Board. She stated the committee recommended changing the reporting period from twelve months to six months because it seemed more appropriate to ask patients to recall information from the last six months rather than twelve. Al would like the HCAPPS survey to include questions on the convenience for scheduling and appointments. Lauren will look at costs to add questions and will report back. Finance- Twila reported every three years the hospital sends out bid requests to perform the hospitals annual audit. Three bids were submitted and reviewed by the Finance Committee. Crandall-Swenson was selected by the committee and recommended to the Board for approval. Twila Hornbeck made a motion to accept the Crandall-Swenson proposal. Al Bolden seconded the motion. All in favor. Motion carried. Page 4 of 7

5 Twila also reported proposals were received from two lending institutions 1) Independent Bank and 2) Zions Bank. The Finance Committee recommended that the Board accept the Preliminary Agreement with the Idaho Health Facilities Authority in order for Joe and Betty to continue working with them on a renovation loan. Twila Hornbeck made a motion to accept the Preliminary Agreement with the Idaho Health Facility Authority as presented. Al Bolden seconded the motion. All in favor. Motion carried. Twila presented the resolution for the Board of Directors for Board approval. Twila Hornbeck made a motion to pass the resolution for the Board of Directors as presented. The motion died due to lack of a second. Joe commented that there was no urgency in passing the resolution for the Board of Directors at this time and it could wait until next month s Board of Trustees meeting. Twila Hornbeck made a motion to transfer $119, from the Webb funds to the hospital for fees associated with the remodel project. Steve Didier seconded the motion. All in favor. Motion carried. APPROVAL OF ALL REPORTS Al Bolden made a motion to approve all reports as submitted. Craig Spencer seconded the motion. All in favor. Motion carried. AGENDA ITEMS FOR THE SEPTEMBER 28, 2015 BOARD MEETING Webb Building Social Worker job description Board education- Hospice overview report ICD-10 update Financing Proposals Kooskia Clinic Committee report Dina to arrange a date for a special Board meeting for Betty to review the FY16 Budget. Page 5 of 7

6 GENERAL DISCUSSION Board policies on the website- Joe distributed a list of direct and indirect policies that pertain to the Board. It was suggested to have some policies (identified by the Board) on the website for public view and others be listed by request only. Board Retreat follow up- top issues for the Board to address right away. 1. Provide reports of loans and debts with monthly financials at the Board meetings. 2. Create a parking lot list of items in the minutes of each meeting. 3. Improve communications with City Commissioners and City Council meetings. 4. Foster feelings of ownership among stakeholders. This is being addressed in the Marketing Committee. Need to make sure it s on the strategic plan. 5. Sponsor listening sessions in District communities. Advertise the meetings and include a cut out portion for people to complete and send in for interested topics. Joe will organize. 6. Enhance onboarding process for new Board members. Assign mentors for new Board members. Add an hour on to new Board member orientation for a tour to meet SHC employees. 7. Obtain patient satisfaction survey information. 8. Obtain Community Needs Assessment. Do we need to update? Support of families affected by the fires- people who lost homes and may not have insurance will be priority. It was suggested to have the hospital set up an account and to offer reduced fees for patient visits. Yvonne discussed the option of charity care. It was recommended to have a newspaper article notifying patients that SHC has this available to them. Yvonne offered to contact the Red Cross to tell them about our program and that the hospital is willing to waive the requirements. EXECUTIVE SESSION 1. Property Acquisition Proposal. Twila Hornbeck made a motion to go into Executive Session per I.C at 4:00pm. Judy Scribner seconded the motion. All in favor. Motion carried. Twila Hornbeck made a motion to go out of Executive Session at 4:15pm. Al Bolden seconded the motion. All in favor. Motion carried. Authorize the CEO to continue negotiations for property acquisition and finalize the draft Letter of Intent. Page 6 of 7

7 There being no further business, the regular meeting adjourned at 4:20m. The next Syringa Hospital & Clinics Board of Trustees meeting will be held Monday September 28, 2015 at 12:30pm at the Soltman Center. Twila Hornbeck; Syringa Hospital & Clinics Board of Trustee Secretary / Treasurer Page 7 of 7