Board Minutes 3/5/12


Board Minutes 3/5/12

Wheatland Memorial Healthcare

Board of Trustees’ Meeting


The Meeting of the Board of Trustees of Wheatland Memorial Healthcare was held on March 5, 2012 in the Health Education Center.


Leta Nash, Chairman

Lorraine Peterson, Secretary/Treasurer

June Voldseth,Don Amundson, Ken Deboer, Terry Freeser, Susan Moore,

Terri Donovan, CEO


Jeri Pavlovick


Peggy Hiner, Lauri Cooney, Sharlett Dale


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. Nash thanked Ms. Dale for the article she wrote for the newsletter.  The article did a very good job of covering the “what good, for whom and at what cost” from our governance  philosophy along with the expressing the importance of a team approach.


Ms. Dale gave an update on some of the things going on in Radiology.  The contract for the quad slice CT has been signed and it should be delivered in 6 to 8 weeks.  Ms. Dale talked about the QA audit she did on mammography and transportation methods to Radiology.  Mammography has been down significantly in the last 4 years which could be due to the local demographics and the controversy in the media on how often to have a mammogram.   We currently have CR digital mammography but Ms. Dale sees the new standard going towards DR which means we will need to look into upgrading  in the next 3 to 5 years. The portable x-ray machine is around 28 years old and is getting harder to service so Ms. Dale has added a new portable x-ray machine to the facility wish list.


a.   Recruitment & Retention

The Recruitment and Retention committee met earlier today.  They are starting with a core group and will be adding community members when they are actively recruiting. The committee hopes to bring in another full time doctor. There is still a perception among some of our community members that we don’t have a full time doctor at Wheatland Memorial but Dr. Jutila is working full time and she has settle in and  made Harlowton  her home.  Dr. Jutila  plans on visiting the Senior  Centers  in Harlowton and Ryegate along with other places in our service area.

b.  Policy Review

Chairman Nash would like to start the board policy review at next month’s  meeting with the bylaws and the trustee job description.  The characteristics of ownership will be included in the trustee job description just like they are in all of the employee’s job descriptions.


a.  Board Retreat

The Board Retreat will be held on March 23rd  from 9am until 3pm in the Health Education Center.  The board will be working on developing tools that will help them offer good governance and appropriate oversight for the facility.

b.  PPO Related Lawsuits

Ms. Donovan will be attending a meeting on March 29th  to learn about the legislation that is being worked on  to stop the  PPO lawsuits  that are  being served  on  major  facilities  in Montana.   This  is a  unique situation that is happening in Montana due to the way Montana law is written

c.   Financials

Ms. Donovan went over the accounts receivable statistics and  is encouraged  with how much is being collected stating that the percentage over 90 days was down 7% in January.  Cash on hand is up right now and days in accounts payable has decreased.   Ms. Donovan is very pleased with the fact that she hasn’t had to go into the Community Promise Fund since she has been here and she has also been able to put money back into the reserves fund.   The aged trial balance still needs to be worked on but being more aggressive especially with Medicare and getting the money in from Sterling is helping the business office get closer to reaching their goals.


a.  Beds

There are currently 18 people on the waiting list to get into the facility but not all of them are ready yet.

We can legally only have 25 beds in our facility and making sure we have the right mix of acute, skilled and long term beds is very important to keeping our facility sustainable.   Ms. Donovan will be putting an article in the paper talking about the F-Chip program that will advocate the increase of bed numbers in rural areas like ours.  Regulatory change will have to happen in order for us to increase the bed numbers in the facility.

b.  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.

c.   Employee Recognition Cards

Cards for Social Services Appreciation and Doctors Day were passed around for the members to sign.

d.  Other Other Business

The Activity and Social Services Departments have been combined and Ms. Cooney is working towards a structured volunteer program.   New activities geared towards the different  cognitive  levels have  been added for the residents to include a lounge program and a special happenings program.  There will also be weekly trips to the Senior Center and shopping.

e.   Officer Election

An election was held to fill the remainder of the 1 year term for Vice Chairman vacated by Mark Taylor.

Ms. Peterson was elected to Vice Chairman and Ms. Freeser was elected to fill the remainder of Ms. Peterson’s 1 year term as Secretary/Treasurer. Upon motion that was duly made and seconded, the Board unanimously approved the election of officers as presented.


The Board went into executive session to do a QI update, a board self-evaluation and discuss a legal issue at 6:57 pm. The executive session ended at 7:45 pm.


There being no further business to be brought before the board, the meeting was adjourned at 7:45 pm