GOVERNING BOARD MEETING MINUTES – 12/22/08

 

A special meeting of the Dr. John Warner Hospital Board of Directors was held on Monday, December 22, 2008 at 5:00 p.m. in the Administrative Conference Room.

 

Present:  Carolyn Peters, Joe Rodts, and Cindy Saylors

 

Absent:  Harold Weinberg, Mike Bray, and BettyAnn Nelson,

 

Others Present:  Patty Luker, CEO, Steve Myers, Shirley White, Donna Wisner, Sandy Rice, Kathy Isaac, Heidi Cook, Pam Letzkus, Larry Schleicher, Rob Hennenfent, John Wood, Shelli Miles, Mayor Wollet, and Gordon Woods

 

A.           CALL TO ORDER:  Carolyn Peters called the meeting to order at 5:04 p.m. 

 

B.           ROLL CALL:  Roll Call was taken.

 

C.           APPROVAL OF MEETING MINUTES:

The minutes of the November 24, 2008 regular meeting were distributed prior to the meeting. A motion was made by Joe Rodts to approve the minutes as presented.  Motion was seconded by Cindy Saylors, roll call vote was taken, all in favor, motion carried. 

 

D.          NEW BUSINESS:

1.      ICHAN IT Agreement – Larry explained that ICHAN provided consulting services to the IT department on an as needed basis.  He stated that in previous years this had been done without a formal agreement.  Larry said this type of agreement was needed to have ready access to consultants that have knowledge of our system.  Larry noted that Steve had reviewed the contract and that ICAHN was agreeable to his requested changes except the indemnification clause, which will be waived.  A motion was made by Carolyn Peters to approve the agreement with ICHAN for consulting services as presented.  Motion seconded by Cindy Saylors, roll call vote taken, all in favor, motion carried.

2.      Patient Registration System – Pam stated that she was at the point in the grant process to select and purchase a patient registration system.  She noted that there were three vendors available and two out of the three were hosted onsite and one was hosted offsite.  Hosting onsite would add considerable burden to our IT department, thus she was recommending DocSite.  The fees for the service is reimbursable through the grant.  Pam asked Board approval of purchasing the DocSite patient registry system for the diabetes Grant in the amount of $21,390.  After discussion, a motion was made by Joe Rodts to approve the purchase of the patient registration system from DocSite in the amount of $21,390.  Motion seconded by Cindy Saylors, roll call vote taken, all in favor, motion carried.

3.      Red Flags Identity Theft Prevention Program – Carolyn stated that this policy was being deferred.

4.      CAH Annual Status Report – Kathy stated that it was a requirement of conditions of participation to prepare a statistical analysis report of the utilization of services.  She stated that the report is to determine whether the utilization of services provided were appropriate and that established policies were followed.  Review of the trending and financial data has proven that CAH status is financially beneficial to the hospital.  Kathy asked that the Board approved the status report.  After discussion, a motion was made by Joe Rodts to approve the CAH Annual Status Report as presented.  Motion seconded by Cindy Saylors, roll call vote taken, all in favor, motion carried.

 

E.           COMMITTEE REPORTS:

1.      Finance Committee –

a.       Doctor’s Oxygen Anesthesia Machine – Heidi HHHhstated that the backup anesthesia machine was at end of life and will no longer be serviced after the end of the year.  The current anesthesia machine would become the back up machine and the new one would be the primary machine.  Back up equipment is required to maintain anesthesia services.  Heidi reported that she had three quotes and was recommending purchasing the anesthesia machine from Doctor’s Oxygen in the amount of $24,275.77.  The Finance Committee recommended the purchase of the Anesthesia Machine from Doctor’s Oxygen at a cost of $24,275.77.  Roll call vote taken was, all in favor, motion carried.

b.      Doctor’s Oxygen Maintenance Agreement – Heidi explained that a preventative maintenance agreement was needed for the equipment which would be $755.00.  The Finance Committee recommended the approval of the maintenance agreement with Doctor’s Oxygen at a cost of $755.00.  Roll call vote taken, all in favor, motion carried.

c.       Medrad Dual Head Injector - Shelli Miles stated that as previously discussed she was requesting purchasing a dual head power injector for the new CT scanner from Med Rad at a cost of $19,285.00.  The Finance Committee recommended the approval of the purchase of a Dual Head Injector from Medrad at a cost of $19,285.00.  Roll call vote taken, all in favor, motion carried.

d.      KEB Engagement Letter – Donna stated that the KEB engagement letter was for the audit and Medicaid, Medicare, and Blue Cross cost report service for fiscal year 2009.  She noted the fee of $32,240 was a 4% increase over last year.  The Finance Committee recommended acceptance of the KEB engagement letter for a fee of $32,240.  Roll call vote taken, all in favor, motion carried. 

e.       Transfer of Funds - Donna explained that a transfer of $250,000 from operating funds to internally designated was being requested since a large amount was being used for the CT scanner purchaser.  The Finance Committee recommended transfer of $250,000 from operating funds to internally designated.  Roll call vote taken, all in favor, motion carried.

f.        November Financial Report - Donna reported that November revenues were under expenses by $297,245 with year to date revenues under expenses by $513,277.  Total gross patient service revenue of just under $1.4 million was 18% below budget.  Year to date inpatient revenue was 17% of total patient revenue and 18% below budget with outpatient revenue being 83% of total patient revenue and 7% below budget.  Expenses for both November and year to date were 5% below budget.   Both bad debts and financial assistance were up from the month.  Notice was received that the Federal Government did approve the State’s 5 year hospital assessment program effective July 1, 2008 and 6 months worth of the annual total of $474,573 total will be reflected in the December financial statements. 

 

2.      Personnel Committee – No Report 

 

3.      Building and Grounds – Patty reported that at the request of the Building and Grounds committee she asked the Finance Committee to look at future strategic options.

 

4.      Foundation Committee – No report 

 

5.      Medical Staff Committee – No Report

     

F.            OLD BUSINESS:

Strategic Plan Update – Patty stated that at the last managers’ meeting the management staff was asked to select an item from the best practice profile to work on as an area for improvement.  The managers will be reviewing policies to make sure that all have the same interpretation.  This will assure consistency in monitoring adherence to the policies. The managers have also been working on QA calendars and they will be ready for implementation in January.

 

G.           PRESIDENT’S REPORT – Carolyn stated that she visited with the ambulance department last month in an effort to get to know the hospital staff and operations.

 

H.           ADMINISTRATOR’S REPORT – Patty reported that the budget packets were sent to the managers in December and are due to the Admin member in January.  The hospital had a float in the Christmas Parade and won first prize in our division.  Breakfast with Santa was a big hit.  IDPH was in and cleared all of the life safety tags. 

 

Sandy stated that a newsletter was being developed with corporation of the Foundation and the first issue should be out about the time the new CT arrives.  There is a link to the new website from the old website.  There are still pictures and some content to be added but the layout is complete. 

 

Carolyn announced that the next Board meeting would be held on Wednesday, January 21, 2009 at 5:00 p.m.

 

I.              MISCELLANEOUS

 

 

J.            CLOSED SESSION:

A motion was made by Cindy Saylors to go into closed session for approval of executive session minutes, employment of employee, and imminent litigation.  Motion seconded by Joe Rodts, roll call vote taken, all in favor, motion carried.

 

After discussion, a motion was made by Cindy Saylors to return to open session.  Motion seconded by Carolyn Peters, roll call vote taken, all in favor, motion carried.

 

K.          ADJOURNMENT:

There being no further business, a motion was made by Joe Rodts to adjourn the meeting.  Motion was seconded by Cindy Saylors, all in favor, motion carried, meeting adjourned.

 

 

 

 

_______________________________________

Mike Bray, Secretary