OSU Medical Authority Minutes

OSU Medical Authority and Trust

Thursday, October 24, 2024 1:15 PM CDT
@ OSU-CHS, 1111 W. 17th St., Tulsa, North Hall Executive Boardroom

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, Jay Helm, Michael Herndon, Johnny Stephens, Billy Taylor
Guests: Eric Atkinson, Damon Baker, Adam Bradley, Melissa Cox, Mike Fields, Catherine Gann, Finny Mathew, Jacob McDougal, Eric Polak, Michael Rogers, Jessica Russell (remote), Bill Schloss, Erica Woolf
Absent:
Members: Doug Evans, Barry Steichen

1. Call to order and establishment of a quorum - Chairman Helm
   • The meeting was called to order by Jay Helm at 1:15 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 August 22, 2024, meeting- Chairman Helm
   • File Name: Draft-OSU Medical-Authority Minutes 8.22.2024.pdf
   • Motion: Motion to approve the minutes of the August 22, 2024, meeting.
   • Motion moved by Michael Herndon and motion seconded by Billy Taylor. Aye: Helm, Buettner, Stephens, Taylor, Herndon Nay: None Abstain: None
3. CEO's Report - Eric Polak
   1. Discussion, consideration, and possible vote to approve the 2024 Oklahoma State University Medical Authority Financial Statement Audit - ACTION (Presenters: Eric Atkinson)
      • File Name: OSUMA 6-24 FS TCWG DRAFT 102324.pdf
      • File Name: OSUMA 6-24 FS DRAFT 101724.pdf
      • Eric Polak gave a high-level summary from the external auditor Forvis for FY24. This was discussed in detail during the Finance Committee meeting. It was an unmodified opinion with no identification of any internal control weaknesses. There were a couple of small adjustments that were balance sheet only and had no cash impacts.
      • Motion: Motion to approve the 2024 Oklahoma State University Medical Authority Financial Statement Audit.
      • Motion moved by Johnny Stephens and motion seconded by Billy Taylor. Aye:
        Helm, Buettner, Stephens, Taylor, Herndon Nay: None Abstain: None
   2. Financial Report-Michael Rogers
      • File Name: OSUMA FY 2025 SRD 9.30.24.pdf
      • Michael Rogers discussed the year-to-date financials. He pointed out the ARPA and Grant funds at the bottom of the budget as well as how much has been expended to date. Eric Polak gave an update on the areas supported by the 10 physicians who are currently joint faculty hires with the VA.
   3. Legislative Update- Eric Polak, Jessica Russell
      1. FY 2026 Budget Request
         • Eric Polak gave an update on the FY26 budget request of $90 million in one-time money to complete the expansion project without the need for debt. There is a placeholder in the budget for the Federal Funds request to help bring a level one trauma center to Northeast Oklahoma.
      2. Pre Session Update
         • Eric Polak gave an update for Jessica Russell. There are a number of interim studies being watched to see if they will have an impact on our operations.
4. CONTRACTUAL AGREEMENTS and EMPLOYMENT ACTIONS (Presenters: Jay Helm)
   1. Discussion, consideration, and possible vote to approve certain elements of the hospital expansion project - ACTION (Presenters: Eric Polak, Catherine Gann) Approval includes design fee maximum and early bid packages for enabling projects
      • File Name: SBAR Hospital Expansion --A.docx
      • Eric Polak informed management is seeking approval of additional design and ratification of enabling project funds. $50 million has been sub awarded to the University, so the University is moving forward with the project within the budget funded by ARPA and LCF funds. Management is seeking an endorsement from this body to take the design contract up to the amount that allows them to fully design the add alternates. The University would then be authorized to modify the Dewberry's'agreement up to that level.
      • We have a few projects as part of the expansion that have to happen now, and some that have already been bid out and accepted. $11.9 million for demolition, earthwork, utility relocations, and the sky bridge structural elements that will connect us to the VA. $6.7 million for the boiler package is currently out to bid. That will allow the capacity to absorb the increase in square footage.
      • Motion: Motion to approve certain elements of the hospital expansion project.
      • Motion moved by Billy Taylor and motion seconded by Johnny Stephens. Aye: Helm, Buettner, Stephens, Taylor, Herndon Nay: None Abstain: None
5. Discussion, consideration and possible vote to approve the meeting schedule for calendar year 2025 - Chairman Helm
   • File Name: OSUMA CY 2025 meetings.pdf
   • Motion: Motion to approve the meeting schedule for calendar year 2025.
   • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Helm, Buettner, Stephens, Taylor, Herndon Nay: None Abstain: None
6. Announcements - Chairman Helm
   1. Next regularly scheduled meeting of the Authority is December 12, 2024, at the OSU-CHS North Hall 4th Floor Boardroom, 1111 W. 17th St., Tulsa
7. Motion and Vote for Adjournment - Chairman Helm
   • Motion: Motion to adjourn the meeting at 1:30 PМ.
     
   • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Helm, Buettner, Stephens, Taylor, Herndon 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.