Board Minutes 11/27/12


Board Minutes 11/27/12

Wheatland Memorial Healthcare Board of Trustees’ Meeting


The Meeting of the Board of Trustees of Wheatland Memorial Healthcare was held on November 27, 2012 in the Health Education Center.


Lorraine Peterson, Vice Chairman Terry Freeser, Secretary/Treasurer June Voldseth, Aubrey Miller

Don Amundson, Mike Kent, Susan Moore

Lauri Cooney, Interim CEO


Leta Nash, Chairman


Peggy Hiner, Kathy Jutila- MD

Kathie Newland


Vice Chairman Peterson called the meeting to order at 5:05pm.


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




Ms. Newland gave a presentation to the Board on what contractual adjustments are and how all insurance companies pay differently. Ms. Newland is very conservative when figuring contractuals on the income statement so the hospital doesn’t end up owing at the end of the year.

Dr. Jutila asked for clarification on what she was hearing about availability and extended clinic hours. Dr. Jutila pointed out that the provider’s schedules aren’t full and they are available at lunchtime and at 5pm if they are needed. Comments have been circulating that if you call for an appointment you can’t get in and Dr. Jutila stated that there are always acute slots available. Ms. Cooney stated that 9-5 hours don’t work for everyone and having longer hours and staggering the provider’s hours could be helpful. At this time opening the clinic on Saturday would be difficult because the pharmacy is not open on Saturdays and patients wouldn’t be able to get their prescriptions. Ms. Cooney would like to try out new hours and make sure everything is getting communicated to everyone including all of the new procedures that can be performed here.

II.                 STAFF RECOGNITION

For the last couple of years the Board has been voting on employee of the year from a list of all of the employees of the month. This year the Board asked the managers to also cast a vote for employee of the year.    Employee  of the  year  will  be  announced  at  the  Christmas  party  on December 8th and that person will receive $1,000. Staff has suggested doing something different for next year so everyone can get recognition. The Board agreed to turn this program back to the employees.

III.               OLD BUSINESS

  1. a.       Board Policy Update

Mr. Kent has been going through the Board policies and wanted to recommend removing some of the policies that are covered in the bylaws and job descriptions. The Board would like to get all of the policies updated before a new CEO starts. Mr. Kent is waiting to hear back from Len at Associated Employers for some guidance on the policies.

b.      Next Meeting Date

The Board agreed to move the next meeting from December 25th to December 27th at 5pm.

c.       HCTAM

Ms. Hiner handed out a flyer about HCTAM and talked about the education they have for hospital board members.  Ms. Hiner also asked permission to give out email addresses to HCTAM, which the members agreed to.

d.      Community Health Services Survey

Copies of the Community Health Services Survey were handed out to those members that hadn’t received one.  There is some very valuable information that came from the survey.

e.      Other Old Business

The old administrator’s house is scheduled to be closed on in the middle of December. There was only one minor repair done at a cost of $75 for the hospital.

IV.                NEW BUSINESS

  1. a.       October Financials

Ms. Newland went over the financials with the Board. The income statement showed a slight gain for October. The money that comes from selling the old administrator’s house minus the legal fees will be put in the Community Promise Fund. Upon motion that was duly made and seconded the October financials were approved as presented.

b.      Property Insurance

Ms. Newland explained that the county pays the property insurance for the facility but we are underinsured and wouldn’t be able to replace the building and its contents if something were to happen. Ms. Cooney and Mr. Amundson will speak with the commissioners about this when they attend their meeting next month.

c.       Election of Officers

The floor was opened for nominations for the 2013 slate of officers: Ms. Peterson was nominated for Board Chairperson, Ms. Nash was nominated for Vice Chairperson and Mr. Kent was nominated for Secretary/Treasurer. There were no additional nominations from the floor for the open offices. Upon motion that was duly made and seconded, the Board unanimously approved the slate of officers as presented. The newly appointed officers will assume their roles starting in January 2013.

d.      Annual Review Synopsis

Ms. Cooney went over the slats that were presented at the Annual Review meeting. The number of visits required at a rural health clinic in order to get maximum reimbursement was discussed. Time studies are done to track this to make sure we aren’t leaving money on the table.

e.      Operational Goals

The pressing issues that were recognized earlier in the year are still being used when looking at operational goals.  Financial viability, recruitment and retention, patient centered quality care, culture and future financial security are very important to the facility.  CEO goals will be reviewed with help from Len at Associated Employers.

f.        Other New Business

Ms. Newland has been working on the budget process, getting information to staff to be reviewed and returned to her as fast as possible. The first draft will go to Ms. Cooney to be approved before going to the Board. Revenue was overstated for last year so this year’s utilization numbers will be used. Expenses must be cut with the goal of hitting the break-even point within two years.

V.                   OTHER BUSINESS

  1. 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.      QI & Policy and Procedure Review Update

The policy review committee has been meeting monthly and the managers have been working hard to get their policies updated to bring before the committee for review. If necessary the policies go on to the Board and Medical Staff for final approval. It is a long process to get all of the policies updated but the process is going in the right direction. A lot of internal QI has been done over the past year but next year it will be simplified and more focused on problem areas.

c.       CEO Recruitment Update

Three face to face CEO interviews have been done and the next step will be to decide if second interviews should be done. The Board will be having a conference call with Len from Associated Employers on Thursday to review the three interviews and discuss the next steps.

VI.                 EXECUTIVE SESSION

The Board went into executive session to do a board self-evaluation at 7:40pm.  The executive session ended at 8pm.  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 8pm.