Governance

Washington County Hospital
Board of Directors Meeting Minutes
Tuesday, September 22, 2009
7:00 p.m., Conference Rooms A and B

 

Members Present:

Dale Blohm, Chair

Sandy Alfeldt

Greg Engele

Harry Jankowski

Bill Manier

J. W. Metcalf

Diane Nottmeyer

Rich Tomaszewski 

Member Not Present: 

David Behr, excused 

 

Others Present:

Nancy Newby, CEO

Tammy Amizich, CNE (exited 8:32 p.m.)

Elaine Matzenbacher, CFO

Ruth Kellerman, QA Coordinator (exited 8:32 p.m.)

Kim Larkin, CIO (exited 8:32 p.m.)

Melodie Wilkey, HR director (exited 8:32 0.m.)

Marc Zerbe, M.D., Medical Staff President (exited 8:32 p.m.) 

 

Called to Order: 7:10 p.m.

Adjourned:  10:15 p.m. 

New Board Members Introductions

Introductions were exchanged between new Board members, Sandy Alfeldt and Bill Manier, and current Board members and Administrative members. 

Meeting Agenda

The agenda of the September 22, 2009, meeting of the Washington County Hospital Board of Directors was presented for review and approval.   

The following amendments were made:

• Add V., F.  Linen Service
• Add V. G.  Strategy Map
• Add VII., E.  Open Meetings Public Act Section 2(C)(1)
• Add VII., F.  Open Meetings Public Act Section 2(C)(1)
  

 

On a motion by Rich Tomaszewski and second by J. W. Metcalf, the Board unanimously voted to approve the September 22, 2009, meeting agenda with the aforementioned amendments. 

Previous Board Meeting Minutes

Finance Committee Meetings Minutes

 

Personnel, Recruitment and Management Contract Review Committee Meeting Minutes

The following meetings minutes were presented for review and approval:

• Board meeting, August 25, 2009.
• Finance Committee meeting, August  12 and 25, 2009.
• Personnel, Recruitment and Management Contract Review Committee meeting, September 3, 2009.
  

 

On a motion by Greg Engele and second by Diane Nottmeyer, the Board unanimously voted to approve the aforementioned meetings minutes. 

 

Financial and Statistical Report

Elaine Matzenbacher presented the Financial and Statistical Report for August 2009.  Highlights of the report were: 

Total Patient Revenue was $2,211582.  Total Provisions were $993,430.  Total Net Operating Revenue was $1,261,026.  Total Operating Expenses were $1,245,761.  Income from Operations was $15,265, with YTD Income $123,149.  Total Non-Operating Revenue was $34,120, with YTD Total Non-Operating Revenue of $136,742.  Total Income was $49,385, with YTD Total Income of $259,891, as compared to a budgeted $68,364. 

Additional noted items:

• Bad debts were 36.4% over budget in August.   This continues to run significantly over budget.  Patients are not taking advantage of our charity program, and that is under budget.
• Professional Fees were 32.6% over budget this month.  This was due to an adjustment for Acute Care, Inc. (ER physician services) cost of living increase retroactive to January 2009.

 

On a motion by Diane Nottmeyer and second by J. W. Metcalf, the Board unanimously voted to approve the August 2009 Financial and Statistical Report. 

Board Questions After Audit

There were no questions regarding the audit report presented last month.  Board members may contact Nancy or Elaine with questions which will be forwarded to McGladrey & Pullen, LLP, for a response. 

Board Education:  “HIPAA Update—New Regulatory Requirements”

Kim Larkin gave a Board education presentation titled, “HIPAA Update—New Regulatory Requirements.”

• HIPAA purpose, examples of breaches and security measures were reviewed.
• HIPAA - HITECH Act --  Additional consequences for breach of PHI (patient health information):
• Effective 9/23/09 -- Reporting – investigation is required; offender is required to notify federal agency, public and affected parties.
• Effective 2/2010 -- Civil penalties – offenders may now pay higher fines; offended party may recoup financial payout from fines.
• WCH Action Plan –
• Review current security measures and strengthen and implement new measures as required for compliance.
• Review/revise policies and procedures.  Provide ongoing staff education.
• Review/revise business associates agreements.
• Consider encryption to reduce security risks.
  

 

Personnel, Recruitment and Management Contract Review Committee Report

Chair J. W. Metcalf gave the following report:

• Committee met September 3, 2009.
• Details of the meeting will be reviewed and discussed in closed session.
  

 

Parking Lot Resealing and Striping

Nancy reported the following:

• In accordance with WCH policy that at least two bids be obtained, repeated attempts to obtain additional bids were unsuccessful.  Only one bid was submitted by Egyptian Asphalt and Sealcoating in the amount of $10,464.40.  This was a slight increase of the bid received at budget preparation time.
• Egyptian Asphalt and Sealcoating have provided this service for WCH the past eight years with good results.

 

On a motion by Greg Engele and second by Rich Tomaszewski, the Board unanimously voted to accept the bid of $10,464.40 from Egyptian Sealcoating, to reseal and stripe the hospital parking lot.

 

CEO Evaluation

Dale Blohm reminded Board members to turn in their completed CEO evaluations to him this evening. 

Update on H1N1 Activities

Ruth Kellerman, WCH disaster coordinator, gave an update on H1N1 activities as follows:

• Reported measures which WCH has implemented in preparation for Type A and H1N1 flu.
• Through participation in county-wide events, WCH is providing community education.
• WCH has contracted with IDPH (Illinois Department of Public Health) to obtain H1N1 flu vaccine and accompanying supplies.
• Employees are encouraged to receive free flu vaccinations, or they must sign a declination form.  Legal counsel has advised against making vaccination mandatory.
• Department managers have been directed to develop contingency plans for absentee staff due to the flu.
• The national average of healthcare workers that receive the vaccine is 30%.  Last year over 68% of WCH employees were vaccinated, and this year the staff response has been high to date.
• Washington County Health Department is working with the schools.
• In Illinois, as of spring 2009, there have been 425 residents hospitalized and 17 deaths—ages 25-49.
  

 

WCH Golf Tournament Update

Elaine Matzenbacher gave a WCH golf tournament update as follows:

• Ten days left until the October 2 tournament date.
• Seven teams have registered to date; at this time last year there were 14 teams registered.
• A total of 18 teams may be accommodated; however, 13-14 is a good number.
• Elaine will make follow-up calls this week.
  

 

Linen Services Contract

Nancy reported that the linen services contract with Faultless expires October 31, 2009, and will not be renewed due to unresolved issues.  Linen services proposals have been received from Aramark and Crown and will be reviewed. 

Strategy Map

• Nancy reviewed an article from Trustee magazine entitled “The New Pace of Strategic Planning--With pressures coming from all sides, planning has become a dynamic, rolling process.”
• She also reviewed an updated WCH Strategic Map for FY2009-2010 of WCH goals with department examples.  Each department will develop its own goals in line with entity goals.

 

Community Comments/Questions and Answers

There were no questions from reporters present. 

Closed Meeting

At 8:32 p.m. on a motion by Greg Engele and second by J. W. Metcalf, the Board took a roll call vote to enter closed session under Open Meetings Public Act 88-621 Sections 2(C)(1)(21). Alfeldt AYE, Blohm AYE, Engele AYE, Jankowski AYE, Manier AYE, Metcalf AYE, Nottmeyer AYE, Tomaszewski AYE.  Motion carried. 

At 10:05 p.m. on a motion by Diane Nottmeyer and second by J. W. Metcalf, the Board took a roll call vote to leave closed session and re-enter open session.  Alfeldt AYE, Blohm AYE, Engele AYE, Jankowski AYE, Manier AYE, Metcalf AYE, Nottmeyer AYE, Tomaszewski AYE.  Motion carried. 

Employment Agreements

On a motion by Greg Engele and second by Rich Tomaszewski, the Board unanimously voted to accept the Personnel, Recruitment and Management Contract Review Committee’s recommendations for Keith Jenkins’, M.D., employment agreement. 

On a motion by Harry Jankowski and second by Diane Nottmeyer, the Board voted to accept the Personnel, Recruitment and Management Contract Review Committee’s recommendations for Nancy Newby’s, CEO, employment agreement. 

Board Closed Meeting Minutes

 

Personnel, Recruitment and Management Contract Review Committee Closed Meeting Minutes 

The following meetings minutes were presented for review and approval:

• Board closed minutes, August 25, 2009.
• Personnel, Recruitment and Management Contract Review Committee closed minutes, September 3, 2009.
  

 

On a motion by Greg Engele and second by J. W. Metcalf, the Board unanimously voted to approve the aforementioned meetings minutes.
 

Requests for Agenda Items for Next Board Meeting

No requests were made at this time.  These may be noted by Board members on the Meeting Evaluations form. 

Meeting Evaluation

Meeting evaluation forms were completed and returned. 

Merit Raises Review

Nancy distributed and reviewed a graph of this year’s first employee performance merit raises.  The majority of staff received a wage increase.  Material was returned to Nancy after review. 

Personnel Recruitment and Management Contract Review Committee Meeting

A Personnel, Recruitment and Management Contract Review Committee meeting will be scheduled no later than October 15, 2009. 

Building and Grounds Committee Membership

Sandy Alfeldt volunteered to fill a position vacated with Jim Cange’s resignation. 

Finance Committee Meeting

The next Finance Committee meeting will be Thursday, October 15, 2009, at 4:30 p.m. in the boardroom. 

Joint Conference Committee Meeting

The next Joint Conference Committee meeting will be Thursday, October 15, 2009, at 6:00 p.m. in the boardroom. 

New Board Member Orientation

Dale Blohm and Nancy Newby will meet with Bill Manier for new Board member orientation on Friday, October 16, 2009, at 9:00 a.m. 

Adjournment

On a motion by Diane Nottmeyer and second by Sandy Alfeldt, the Board unanimously voted to adjourn the meeting at 10:15 p.m. 

Respectfully submitted,

Richard Tomaszewski

 

Secretary, Board of Directors

Washington County Hospital