Board Minutes 4/24/12


Board Minutes 4/24/12

Wheatland Memorial Healthcare

Board of Trustees’ Meeting


The Meeting of the Board of Trustees of Wheatland Memorial Healthcare was held on April 24, 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, Diane Jones- FNP, Sharlett Dale, Lauri Cooney, Kathy Jutila-MD


Chairman Nash called the meeting to order at 5:00pm.


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



Ms. Jones handed out the Clinic provider slats for the Board to look over.  Dr. Jutila discussed her concerns on how the report reads.  Ms. Jones will work on a report that has a graph with the stats for the year so the numbers can be compared from year to year.  Recruiting for another full time physician for the Clinic is a priority.

Ms. Dale stated that the new CT scanner is being installed and should be up and running by next week. Ms. Donovan showed her appreciation for the staff that have helped out when we were shorthanded.

Ms. Nash thanked the Recruiting and Retention committee and Jane Moe for all of the work with the potluck and reception for Dr. Cunningham.  It was a nice opportunity to get to know him personally and professionally while showing him how much he is valued.

Mr. Amundson thanked the staff for all of their help while his wife was in the facility.

Ms. Peterson appreciated the way the staff treated her and her brother during the time they were in the facility to be with their Aunt. Ms. Dale went over a survey that employees did on Employee of the Month and Year recognition.  The goal is to have a program that has a meaningful goal and a measurable metric.  The EAC Committee will come up with some ideas to update the program and come back to the board with their proposal.


a.   Recruitment and Retention

The Recruitment and Retention Committee held a reception for Dr. Cunningham and felt he was still interested in working full time at the facility.  He will make a decision by May 11th.  If he decides not to come on full time Ms. Donovan will talk with some recruiting firms.  Most recruiting firms don’t work on contingency any more they usually require $10,000 up front.  Another Recruiting and Retention Committee meeting will be scheduled soon.

b. Board By-Laws

The updated By-Laws were discussed and the only change that needed to be made was the addition of a word in 3.1.2.  Upon motion that was duly made and seconded the By-Laws were approved with the one change.

c. Strategic  Plan

Ms. Donovan went over the newly updated detailed and summarized Strategic Plan. Committees were merged and now there are three committees.  Facilities and Equipment has combined with Quality and Oversight, Marketing and Communications has combined with Finance and Fundraising while Staffing and Organizational Culture stays as is. The top five issues that were identified as pressing issues to focus on within the plan were financial viability, delivery of sustainable patient centered quality care, recruiting and retention of staff and providers, organizational culture improvement and future security of the facility.

The number one item on the list and the item that Ms. Donovan will be focusing on first is financial viability with the goal of meeting an accounts receivable benchmark by the end of the year.  The goal is to meet a 55 day AR by year end.  Board asked if staffing was the problem, how many FTE’s are currently working this area? Ms Donovan noted that there is basically 3.5 FTE’s focused on th is goal so staffing numbers are not the issue.

d.  EMR

Ms. Donovan is trying to be as diligent as possible with Healthland but it has been difficult.  Between bad timelines and incorrect information the migration to EMR has been slow going.  The financial package is not reimbursable so we could be responsible for paying $109,000.  The original twelve month loan from US Bank hasn’t  been used and can be cancelled.  The Facilities Finance Authority would be a low interest option for the $109,000 we will need.  The new timeline for EMR would be implementing the financial package in January 2013 and the clinical package in May 2013.  Even though this has been a difficult process it isn’t practical to change directions at this time.


a.   Foundation Documents

The Foundation By-Laws were reviewed and discussed.  One wording change needed to be made in 5.03.  Upon motion that was duly made and seconded the Foundation By-Laws were approved with the one change.  The next step will be to submit it to the Secretary of State.  New members for the Foundation will be voted on next month.

b. March  Financials

The March financials were discussed.  Skilled days were down for the month and the impact can be seen on the revenue.  Business needs to be built up on the patient side to improve revenue.  Stress tests, Peripheral Artery testing and Coumadin Clinics will be started to help generate more revenue.  Educating the community on tests that are covered by Medicare is also important.  Upon motion that was duly made and seconded the March Financial Statements were approved as presented.

c. Community Member  Participation

Ms. Donovan talked about having the Board approve community members that will sit on hospital advisory boards.  The Rural Health Clinic Advisory board will continue as is but moving forward the names will be brought before the board first.

d. Board Member  Recruitment

With Jeri Pavlovick’s resignation from the Board there are only seven members.  The Board decided to advertise for two openings.  A personal word of mouth approach along with some local advertising will be done. Employee’s will also be asked if they know anyone that might be interested.  Names will be reviewed at next month’s meeting.

e.  Board  and CEO Evaluation

Ms. Hiner will coordinate with Bryan and Len from Associated Employers to set up a full day for the Board to work goal setting and the Board and CEO Evaluation processes.


a.  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.

b.  Other Other Business

Things continue to move forward with the former CEO’s house.  The trial to make a decision on the house wi ll be held this summer.  The roof is to be fixed after the last large wind storm.  The hospital paid the $1 ,000 deductible. All documents have been forwarded to our attorney.

c.   QI and Policy & Procedure Review Update

The QI and Policy and Procedure meetings are going well.  It is a long process and will take a long time to get through but it is nice to finally have a very effective process in place.


There being no further business to be brought before the board, the meeting was adjourned at 8:05 pm.