OSU Medical Trust Minutes

OSU Medical Trust

12/11/2025 12:00 PMCST @ OSU Medical Center, 2nd Floor Boardroom, 744 W. 9th St., Tulsa

---

Agenda

Notice of the meeting was given in writing in the Oklahoma Secretary of State more than forty-eight (48) hours prior to the meeting, and the agenda of this meeting was posted at entrances of Oklahoma State University Center for Health Sciences and Oklahoma State University Medical Center twenty-four (24) hours prior to such meeting, excluding Saturdays, Sundays, and legal holidays, in compliance with the Oklahoma Open Meeting Act.

 

Attendance

Present:

Members: Jay Helm, Michael Herndon, Brett Lessley, Barry Steichen, Johnny Stephens

Guests: Eric Atkinson, Damon Baker, Adam Bradley, Kathy Cook, Melissa Cox, Deborah Dage, Mike Fields, Catherine Gann, Karlee Gholson, Amanda Hardt, Jami Longacre, Finny Mathew, Eric Polak, Jessica Russell, Steve Thompson, Terri Tinkler, Erica Woolf

 

Absent:

Members: Clay Bullard, Tracy Poole

 

1. Call to Order and Establishment of a Quorum (Presenters: Jay Helm)
   1. The meeting was called to order by Chairman Helm at 1:25 PM. After a roll call, Chairman Helm declared that a quorum of the Trustees of the Oklahoma State University Medical Trust was present for the meeting.
2. Discussion, Consideration, and Possible Vote to Approve the Minutes from the October 23, 2025, Meeting and any Amendments made Thereto by Trustees - ACTION (Presenters: Jay Helm)
   1. 1. File Name: Draft-OSU Medical Trust Minutes 10.23.2025.pdf
      2. Motion: Motion to approve the minutes from the October 23, 2025, meeting and any amendments made thereto by Trustees.
      3. Motion moved by Michael Herndon and motion seconded by Brett Lessley. Aye: Helm, Lessley, Steichen, Herndon, Stephens  Nay: None Abstain: None
3. Summary of the December 8, 2025, Quality Committee of the Trust Meeting (Presenters: Michael Herndon)
   1. Information Only
      1. Quality Committee of the Trust meeting minutes
         • FIle Name: Quality Committee of the Trust Meeting Minutes 10.2025.pdf
      2. Performance improvements measures
         • Blue Team PI Report 1.2025-10.2025.pdf
      3. Safety Committee meeting minutes
         • Safety Committee Meeting Minutes 10.2025.pdf
      4. ACHC post survey compliance monitoring
         • File name: ACHC Post Survey Compliance Tracker 2025.pdf
         • Michael Herndon gave updates on policy amendments, and the process improvement plan for blue team. The ACHC post survey requirements have been mostly met and the team continues to work on a handful of items. The hospital's pay for performance program performance is tracking well.
4. Recommendations of the Medicial Executive Committee from its meeting on December 10, 2025 (Presenters: Adam Bradley)
   1. Discussion, considertation, and possible vote to approve the organized medical staff renewal appointments and credentials, additional privilege requests, temporary privilege requests, staff status changes and resignations - ACTION
      1. File Name: Credentials Report 12.2025.pdf
      2. Dr. Adam Bradley commented the candidates went through Credentials Committee and MEC without concern and are recommended for approval. He additionally reported that the requirements imposed on a member of the medical staff for additional monitoring have been completed.
      3. Motion: Motion to approve the organized medical staff renewal appointments and credentials, additional privilege requests, temporary privilege requests, staff status changes and resignations.
      4. Motion moved by Johnny Stephens and motion seconded by Barry Steichen. Aye: Helm, Lessley, Steichen, Herndon, Stephens  Nay: None Abstain: None
5. Reserved Time for Comments from Elected Medical Staff Leadership (Presenters: Adam Bradley)
   1. Dr. Adam Bradley reported there was nothing to report, and he introduced Dr. Kathy Cook who will be taking over on January 1st.
6. Contractual Agreements and Employment Actions (Presenters: Jay Helm)
   1.  Discussion, consideration and possible vote to authorize the chair to execute an affiliation agreement to provide medical education and training in an ACS certified level 1 trauma center
      • Approval authorizes the chair to execute an affiliation agreement with Saint Francis Health System, the Oklahoma State University Center for Health Sciences, and the OSU Medical Authority to provide medical education and training in an ACS certified level 1 trauma center in accordance with 63 OS 2021, Sections 3274 and 3278.
      • File Name: OSUMASFHS-Level1-AGMT-Executable[50][1].pdf
      • HB2784 ENR L1T.pdf
      • Eric Polak commented this had been discussed and approved during the Authority meeting. There were no new comments or questions.
      • Motion: Motion to authorize the chair to execute an affilication agreement to provde medical education and training in an ACS certified level 1 trauma center. 
      • Motion moved by Brett Lessley and motion seconded by Michael Herndon. Aye: Helm, Lessley, Herndon, Stephens  NAY: None Abstain: Steichen
   2. Discussion, consideration and possible vote to authorize OSUMCPS LLC to renew the contractual services agreement with J. Russel Consulting in the amount of $218,160.00 for a 12-month term beginning January 1, 2026. (Presenters: Eric Polak)
      • File Name: J Russell Consulting Agreement CY 2026.pdf
      • Motion: Motion to authorize OSUMCPS LLC to renew the contractual services agreement with J. Russel Consulting in the amount of $218,160.00 for a 12-month term beginning January 1, 2026.
      • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Helm, Lessley, Steichen, Herndon, Stephens  Nay: Abstain: None
7. Finance Committee (Presenters: Brett Lessley)
   1. Review of month to date and year to date October 2025 financials (Presenters: Eric Atkinson)
      • OSUMT October 2025 Financial Presentation - Trust.pdf
      • Eric Atkinson gave a recap of the discussion at the Finance Committee meeting. Highlights included that the consolidated finacial statement was favorable to budget by $68,000 for the month.
8. Hospital Expansion Project Update (Presenters: Catherine Gann, Eric Atkinson, Finny Mathew)
   • Expansion Project Update.pdf
   • Catherine Gann, Eric Atkinson, and Finny Mathew discussed the following: The final Outstanding alternate for the project is the potential relocation of administrative offices to the new building. This move would allow the existing administrative space to be converted into physician offices. The project budget will be presented to the Trust. Board members noted the need for additional financial detail and requested that alternate locations for physician space be evaluated. A determination is also needed on whether the space should be disgnated as a Hospital Outpatient Department.
   • The project includes 211,000 square feet previously approved at a cost of $193 million, which covers the proposed shell space for the administrative office relocation. The basement level will house the dock, central supply, and sterile processing. The main lobby will include registration, the cafeteria, and a meeting space twice the size of the current auditorium. The research lab is planned for the second floor, and the third-floor surgery department will include eight operating rooms and three procedure rooms. Shell space will be constructed on the fourth floor.
   • Construction will begin affecting the building next year, with tie-in work scheduled to start in March. Some ICU rooms on the fourth floor will need to be temporarily closed during this time. Planning measures are in place to manage potential patient surges, and one additional electrical downtime is expected.
   • Finny was asked to prepare a thank-you letter to TSET on behalf of the Trust. A thank-you campaign from hospital leadership to the TSET executive director and each TSET board member is also underway.
9. Executive Committee of the Trust - Informational (Presenters: Jay Helm)
   • List of physicians approved by the Executive Committee from the November Executive Committee meeting.
   • Credentials Report 11.2025.pdf
10. PSLLC Update (Presenters: Eric Polak)
    • PSLLC Update December 2025.pdf
    • Melissa Coz gave a recap of the discussion at the Finance Committee meeting. There was a volume drop  in November due to Thanksgiving and a provider on maternity leave. Overall, clinic volume exceeded the previous fiscal year due to extended new service lines. The wound care service line has grown by 100%. Dr Jake Checketts in orthopedics is anticipated to start September 2026. Growing service lines is an issue due to lack of clinic space.
    • There was a request to present patient satisfaction benchmark trends by quarter. OSUMC, OSU-CHS, and PSLLC meet monthly to discuss recruiting and any operations issues. The next meeting is scheduled for tomorrow and sites to rent/lease for clinic space will be discussed.
11. Oklahoma State University Medical Center President's Update (Presenters: Finny Mathew)
    • Administrator Update Trust 2025.12.11.pdf
    • The Trust was given information on National Trends around the expanding use of AI as well as pending medicare cuts as a result of the One Big Beautiful Bill. Major Organizational initiatives including TSET grant management, VA employee recruitment in the market, VA relationship development, McAlester project, 2026 leadership development sessions, and organizational chart review were also discussed.
    • Courtney Parks is the new ICU Manager. She is already with the organization and will transfer from the PCU Manager Position.
      1. Construction update (Presenters: Catherine Gann)
         • Construction Update 12-11-25.pdf
         • Interviews were conducted for construction managers and architects for the Collinsville clinic. The design and budget will be presented to the Trust for final approval.
         • The c-section suite build is still on budget. The OSDH substantial completion visit is set for February 2, 2026, with the owner transfer date planned for the following week. The grand opening date has not been determined. Completed projects in 2025 include the parking garage, women's imaging, nursing logistics, and GME. A specialty clinic was added, as well as numerous smaller projects. Upcoming projects include replacement of one Cardiac CT, Collinsville clinic, 5th floor waiting room, discharge lounge, and outpatient education classroom.
12. Report from the Liaison Committee (Presenters: Eric Polak)
    • The affiliation agreement requires the Liason Committee to forward the proposed residency program budget to the Trust 90 days prior. It will be reviewed at the March meeting and then brought to the Trust.
13. Unfinished Business - Jay Helm, Chairman (Presenters: Jay Helm)
    • None
14. New Business (Limited to Matters Not Known About and Which Could Not Have Been Reasonably Foreseen Prior to Posting of the Agenda)(Presenters: Jay Helm)
    • None
15. Annoucements (Presenters: Jay Helm)
    1. Next regularly scheduled Trust meeting: Thursday, January 22, 2026, at OSUMC 744 West 9th St. Tulsa
16. Discussion, consideration, possible vote to enter into Executive Session under 63 O.S. § 3290(D); 25 O.S. § 307(B)(4), 25 O.S. § 307(B)(7); 12 O.S. § 2508; 78 O.S. § 86; 51 O.S. § 24A.19 and as further described below (Presenters: Jay Helm)
    • Motion: Motion to enter into Executive Session. 
    • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Lessley, Steichen, Herndon, Stephens Nay: None Abstain: None
      1. Discussion of confidential and/or proprietary information submitted to or compiled by the Trust under 63 O.S. § 3290(D); 25 O.S. § 307(B)(4), 25 O.S. § 307(B)(7); 12 O.S. § 2508; 78 O.S. § 86; 51 O.S. § 24A.19; including the following: (Presenters: Eric Polak, Eric Atkinson, Finny Mathew)
         • Review and/or discuss strategic plans which include marketing plans, financial statements, trade secrets, research concepts, methods or products, and other proprietaryh information including a potential management agreement, growth options, partnerships, market research/analysis, and potenial costs of same. 
      2. Discussion pursuant to 25 O.S. § 307(B)(4), 25 O.S. § 307(B)(7) for the purpose of: (Presenters: Jay Helm)
         • Confidential communications between the Board and its attorney(s) concerning pending or potential investigation(s) and/or claims related to the actions of the Medical Executive Committe where the Board's attorney has determined disclosure will seriously impair the ability of the Board to conduct the investigation(s) and/or claims in the public interest as authorized under 25 O.S. § 307(B)(4), and because the discussion involves peer review information protected by 63 O.S. § 1-1709.1, disclosure would violate state confidentiality laws, executive session is also authorized by 25 O.S. § 307(B)(7)
           1. Completion of additional monitoring as recommended by the MEC and approved by the Trust for credentialed medical staff member #88884867 (Presenters: Damon Baker)
      3. Discussion, consideration, and possible vote to adjourn the Executive Session and reconvene to the Trust Meeting - ACTION (Presenters: Jay Helm)
         • Motion: Motion to adjourn executive session.
         • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Lessley, Steichen, Herndon, Stephens  Nay: None Abstain: None.
17. Discussion, consideration, and possible vote to authorize adminstration to place $500,00 into escrow for development of clinical facilities in Tulsa - ACTION (Presenters: Jay Helm)
    • Motion: Motion to authorize adminstration to place $500,000 on reserve for potential business opportunities and potential clinical development with the restriction funds cannot be expended without further action by the Trust.
    • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Helm, Lessley, Steichen, Herndon, Stephens  Nay: None Abstain: None
18. Adjournment (Presenters: Jay Helm)
    • Motion: Motion to adjourn the meeting at 3:57 pm.
    • Motion moved by Brett Lessley and motion seconded by Michael Herndon. Aye: Helm, Lessley, Steichen, Herndon, Stephens Nay: None Abstain: None

 

Minutes signed off by Oklahoma State University Medical Trust Finance Committee Secretary, Michael Herndon.

 

If you would like a copy of these minutes, please reach out to Terri Tinkler at osuma@okstate.edu.