Board Minutes 6/26/12


Board Minutes 6/26/12

Wheatland Memorial Healthcare

Board of Trustees’ Meeting


The Meeting of the Board of Trustees of Wheatland Memorial Healthcare was held on June 26, 2012 in the Health Education Center.


Leta Nash, Chairman

Lorraine Peterson, Vice Chairman Terry Freeser, Secretary/Treasurer

Don Amundson, Ken Deboer, June Voldseth, Susan Moore

Terri Donovan, CEO


Peggy Hiner, Kathie Newland, Vicki Weller, Robert Willems, Frank Brouillette, Sharlett Dale, Lauri Cooney, Candy Olson, Mike Kent


Chairman Nash called the meeting to order at 5:00pm and began the meeting with the reading of the Mission Statement and a welcome to all of the guests in attendance.


The consent agenda was presented. Upon motion that was duly made and seconded all items in the consent agenda were adopted as written.



Ms. Nash thanked the staff for the nice sympathy card that her family received; she thought it was a very kind gesture.


Candy Olson the manager for Environmental Services spoke about how things have been going in her department and how Environment Services is short staffed at the moment but that the whole facility has pulled together to help.  She is very appreciative of everyone’s support.  This has been a true example of how far we have come with the culture change in the facility.  A Celebration of Ownership party that will be paid for from the CROP grant is being planned for staff in July, possibly the same evening as the next board meeting.


a.   Update on work with Associated Employers

Len Stanton is compiling all of the information he got from the very productive day he spent with the board.  A job description for the CEO with 7 areas of responsibility and goals that are tied to the Strategic plan, as well as an Operational plan and Performance Goals.  These are being worked on along with a trustee toolkit and policies.

b.  Board Member Recruitment

The two vacancies on the board open up a great opp011unity to continue to build a strong board by adding more skills and strengths.  Terri and June attended a Trustee Symposium where there was a session that spoke to this very item.  June said one of the main things the session stressed was that Board members can learn skills and gain experience and education but that finding  board members  with  good character, who are willing to learn and have the best interest of the facility and community in mind is very important.  Applications are still coming in and anyone interested is encouraged to attend a meeting.


a.   May Financials

Cash is very low because of the money that Medicare is still holding.  Ms. Donovan is doing everything possible to get the issues with Medicare taken care of but they say they haven’t received the revalidation signature page that has been sent to them twice.  They have received the scanned copy of the signature page but will only accept an original.  This has been ongoing for over 5 months.  As of June 20th they have noted in their system that the documents have arrived (marked as received) but they have not gotten to the correct desk, yet. Ms. Donovan has been in contact with Jillian from Senator Baucus’s office for assistance.  Everything possible is being done to keep us from going into the Community Promise Fund.  A work comp check should be coming in along with money from the county and selling the administrative house will help.  There have been more skilled patients this month and there has been interest in the open beds so the June financials should look better.

Self-pay is growing so some community outreach needs to be done to let people know about our Compassionate Care program and our willingness to work out payment terms.  Department heads will be getting a list of grant money they haven’t  spent yet so they can get their items purchased as soon as possible.  The Community Promise fund was down this month because of a shift in investments to keep within our investment policy.  For the June financials Ms. Newland will start rounding the numbers on the reports.  Upon motion that was duly made and seconded the May financials were approved as presented.

b.  Benchmarking Information

Ms. Newland talked about the graph format she will be using for the reports in the board packet.  Most reports will be done monthly with others being done quarterly or annually.  Target areas will be highlighted and databank information will be used to compare us with other similar facilities.

c.   Listing of Administrators House

The legal dealings are done and we are now free to move ahead with listing the Administrators house.  Ms. Donovan will contact the local real estate agents and request a proposal.


a.   Utilization Report

The annual utilization report was reviewed.  This report compares charge numbers and services offered.  There are several oddball tests on this report that are rarely done because they are not relevant for our area or for customers we serve.  This report will be discussed at the next medical staff meeting.  Denial management is improving thanks to the weekly revenue cycle meetings.

b.  Trustee Symposium

Ms. Voldseth and Ms. Donovan talked about how worthwhile the Trustee Symposium they attended was and encouraged the other board members to attend next year’s  symposium in Park City, Utah on June 19111 through the 21″.  Ms. Donovan also recommended signing up for the HCTAM emails and doing some of their education at board meetings.

c.   Recognition of Donors

Several thank you cards for donations were passed out to the members to have a personal handwritten  thank you added to them.

d.  Loan

The revolving line of credit from Citizens Bank was discussed that would collateralize the equipment CD we have on hand at Citizens Bank.  The line of credit will keep the facility from having to go into the Community Promise Fund while waiting for the money from Medicare. Upon motion that was duly made and seconded the board approved getting a line of credit from Citizens Bank against the CD we have on hand at the bank.

e.   Other Other Business

Ms. Nash talked about adding a roundtable discussion to the board meetings as a way of expanding conversation  with a different topic every month.

Dick Brown from MHA will be stopping in to talk about the changes that are going on in healthcare and what processes can be adopted that will allow us to keep up.

On September 6’11  and 7’11  Scott Alder will be at the facility to talk about Patient Centered Culture of Quality and
all of the board members are invited to attend.

A visiting nurse program and a hospice program are being worked on.

There is a new website in the community www.wheatlandon that came out of the CROP grant.  This site is a way to promote our community with a community calendar and positive stories.  Wheatland Connections on Facebook is also a good way to share information about our local community.


The Board went into executive session to do a board self-evaluation and discuss a personnel issue at 7:00pm. The executive session ended at 7:55pm.  No action was taken after returning to regular session.


There being no further business to be brought before the board, the meeting was adjourned at 7:55pm.