OSU Medical Authority Minutes

OSU Medical Authority and Trust

Thursday, March 27, 2025 12:30 PM CDT @ OSU-CHS, North Hall 4th Floor Boardroom, 1111 @. 17th St., Tulsa

Notice of the meeting was given in writing to the Oklahoma Secretary of State more than forty-eight (48) hours prior to the meeting, and the agenda of this meeting was posted at all entrances of Oklahoma State University Center for Health Sciences, 1111 West 17th Street; 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: Ellen Buettner, Doug Evans, Jay Helm, Barry Steichen, Johnny Stephens, Billy Taylor Guests: Eric Atkinson, Adam Bradley, Mike Fields, Catherine Gann, Finny Mathew, Jacob McDougal (remote), Eric Polak, Michael Rogers, Jessica Russell, Bill Schloss, Jeff Stroup, Terri Tinkler, Erica Woolf

Other Guests: Tristan Loveless (NonDoc), Monica Collington, MGSmith (remote), Jamie Simons
(remote)

1. Call to order and establishment of a quorum - Chairman Helm
   • The meeting was called to order by Chairman Jay Helm at 12:39 PM. After a roll call, Jay Helm declared that a quorum of the Oklahoma State University Medical Authority was present for the meeting.
2. Discussion, consideration, and possible vote on the approval of minutes of the January 23, 2025, meeting -ACTION- Chairman Helm
   • File Name: Draft-OSU Medical Authority Minutes 1.23.2025.pdf
   • Motion: Motion to approve the minutes of the January 23, 2025, meeting.
     • Motion moved by Billy Taylor and motion seconded by Johnny Stephens. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
3. CEO's Report - Eric Polak
   1. File Name: SRD 2.28.25.pdf
      1. Eric Polak gave an update on the year-to-date financials. Highlights included:
         • Eric went over the summary of revenues and disbursements YTD.
         • We have not started repayments of legacy capital funds
         • Next meeting will give an update on the ARPA funds.
   2. Legislative Update
      1. File Name: Legislative Information Request.pdf
      2. File Name: OSUMA FY 2026 2% reduction scenario.pdf
      3. Eric Polak reported we received a request this week on how we would manage a 2% cut to our budget for next year. He discussed the areas that were considered being cut and just wanted to bring it to the attention of the Board. Jessica reported today was the floor deadline day. Two weeks ago was the committee deadline and 2,000 bills did not survive that deadline.
4.  Discussion, consideration and possible vote to increase the contract with Crossland Construction for construction of the Oklahoma Psychiatric Care Center to $76,595,543 - ACTION- Eric Polak
   • The current agreement with Crossland is for $73,745,543. The administration has received additional philanthropic donations totaling $3,370,000 to cover for the requested $2,850,000 increase in the agreement. This increase will allow the selection of add alternates and fund an appropriate construction contingency.
   • File Name: Crossland OPCC amendment request 11-24.pdf
   • Eric Polak discussed the additional $3.37 million in funds we have raised and who provided them. The new total will be just over $83М.
   • Motion: Motion to increase the contract with Crossland Construction for construction of the Oklahoma Psychiatric Care Center to $76,595,543.
     • Motion moved by Barry Steichen and motion seconded by Doug Evans. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
5. Discussion, consideration, and possible vote to authorize administration to reimburse the OSU Medical Trust $70,440 from the Psychiatry Residency Program Startup Fund for one PGY-1 psychiatry resident for FY 2025 -ACTION- Eric Polak
   • Payments equate to $5,870 per month which represents the cost of salary, benefits and medical malpractice insurance for a PGY-1 resident.
   • The legislature granted funding for this. The cost will be picked up by the Oklahoma Psychiatric Care Center when the facility is up and operational. This amount covers salary, benefits, and malpractice insurance.
   • Motion: Motion to authorize administration to reimburse the OSU Medical Trust $70,440 from the Psychiatry Residency Program Startup Fund for one PGY-1 psychiatry resident for FY 2025.
     • Motion moved by Billy Taylor and motion seconded by Ellen Buettner. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
6. Discussion, consideration, and possible vote on the approval to enter into a three-year agreement with OnBoard. -ACTION- Eric Polak
   • With a 3-year commitment, we can secure a lower increase of 5% annually, which will result in a savings of $526.20 as compared to renewing annually at a 6% increase.
   • File Name: 2025 3-Year OnBoard Renewal Agreement --SU Medical Authority and Trust.pdf
   • Eric Polak discussed the money this will save over a one-year agreement.
   • Motion: Motion to enter into a three-year agreement with OnBoard.
     • Motion moved by Doug Evans and motion seconded by Ellen Buettner. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
7. Announcements - Chairman Helm
   1. Next regularly scheduled meeting of the Authority is April 24, 2025, at the OSU-CHS 1111 W. 17th St., Tulsa, OK
8. Discussion, consideration, and possible vote to enter Executive Session pursuant to 25 O.S. § 307(B) for the following discussion purposes:
   • Confidential communications between the Board and its attorney(s) concerning pending or potential investigation(s) and/or claims regarding the allocation and management of legislatively appropriated funds 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), including the following:
     • Review, discuss, and/or consider the Oklahoma Agricultural and Mechanical Colleges Office of Internal Audit State Funds Audit Report dated March 2025 as it relates to pending and/or anticipated litigation matters, and potential and/or pending legal risks.
   • Motion: Motion to enter Executive Session.
     • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
   • Motion: Discussion, consideration, and possible vote to adjourn the Executive Session and reconvene to the Authority meeting.
     
     • Motion moved by Billy Taylor and motion seconded by Barry Steichen. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
9. Motion and Vote for Adjournment - Chairman Helm
   • Jay Helm informed the Board did not take any actions during the Executive Session and read a statement.
     • "The OSU Medical Authority acted within its statutory authority to enter into funding agreements with Oklahoma State University. No facts raised in the university's review calls into question the Authority making such payments. The Authority is confident that all actions were within the agency's statutory authority and complied with the intent of the legislature." - Jay Helm, Board Chair
       
   • Motion: Motion to adjourn meeting at 1:39 PM.
     
     • Motion moved by Johnny Stephens and motion seconded by Doug Evans. Aye: Helm, Buettner, Taylor, Stephens, Steichen, Evans Nay: None Abstain: None
       

Minutes signed off by Oklahoma State University Medical Authority Secretary, Michael Herndon.

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