OSU Medical Trust Minutes

OSU Medical Authority and Trust

Thursday, August 22, 2024 1:30 PM CDT
@ OSU-CHS, North Hall 4th Floor Boardroom, 1111 W. 17th Street, Tulsa

Agenda

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, Michael Herndon, Barry Steichen, Johnny Stephens
Guests: Eric Atkinson, Damon Baker, Adam Bradley, Melissa Cox, Mike Fields, Finny Mathew, Eric Polak, Michael Rogers, Bill Schloss, Catherine Gann, Terri Tinkler
Absent:
Members: Billy Taylor

1. Call to order and establishment of a quorum (Presenters: Jay Helm, Guests: Terri Tinkler)
   • The meeting was called to order by Eric Polak for Chairman Helm, who stepped out of the room, at 1:39 PM. After a roll call, Eric Polak 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 June 20, 2024 meeting, and any amendments made thereto by Trustees (Presenters: Jay Helm) 
   • File Name: Draft-OSU Medical Trust Minutes 6.20.2024.pdf
   • Motion: Motion to approve the minutes from the June 20, 2024 meeting, and any amendments made thereto by Trustees.
   • Motion moved by Michael Herndon and motion seconded by Doug Evans. Aye: Steichen, Herndon, Evans, Stephens Nay: None Abstain: None
3. Quality Committee (Presenters: Michael Herndon)
   • Summary of discussions from the quality committee of the Trust.
   • Michael Herndon gave an update on what was discussed at Quality Committee with nothing major to reportother than we continue to make great strides in quality improvement efforts.
4. Reserved Time for Comments from Elected Medical Staff Leadership (Presenters: Adam Bradley)
   • Per CMS requirements, this time allows the elected medical staff to speak directly to the Trust regarding any issues at the hospital that are not being adequately addressed by administration.
   • Dr. Bradley reported there were no comments.
5. Recommendations of the Medical Executive Committee from its meeting on August 21, 2024 (Presenters: Adam Bradley)
   1. Discussion, consideration, and possible vote to approve the Organized Medical Staff Renewal Appoint. and Credentials, Additional Privilege Requests, Temporary Privilege Request, Staff Status Changes and Resignations - ACTION (Presenters: Adam Bradley)
      • File Name: 08-2024 CREDENTIALING REPORT for BOT.pdf
      • Dr. Bradley went over the initial applications, reappointment applications, special privilege requests, and resignations.
      • Motion: Motion to approve the Organized Medical Staff Renewal Appoint. and Credentials, Additional Privilege Requests, Temporary Privilege Request, Staff Status Changes and Resignations.
      • Motion moved by Johnny Stephens and motion seconded by Ellen Buettner. Aye: Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
6. CONTRACTUAL AGREEMENTS and EMPLOYMENT ACTIONS - Jay Helm, Chairman 
   1. Discussion, consideration, and possible vote to allow the Chairman to sign a contract for the CMAR for the C-Section Renovation (Presenters: Catherine Gann)
      • Catherine Gann gave an update on the C-section suites design and reported we are ready to begin search for Construction Manager At Risk following the interview process at the end of September. Given the tight timelines for all of the construction projects on campus, the Trust discussed giving the Chairman the authority to execute the contract after the selection process, but prior to the October meeting.
      • Motion: Motion to allow the Chairman to sign a contract for the CMAR for the C-Section Renovation.
      • Motion moved by Johnny Stephens and motion seconded by Barry Steichen. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
   2. Discussion, consideration, and possible vote to sign an agreement with the construction manager for the GME, Nursing Logistics, and Women's Imaging Projects (Presenters: Catherine Gann)
      • Catherine Gann informed construction drawings are complete and ready to move forward. The estimate is $2.3 million.
      • Motion: Motion to sign an agreement with the construction manager for the GME, Nursing Logistics, and Women's Imaging Projects.
      • Motion moved by Doug Evans and motion seconded by Michael Herndon. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
   3. Discussion, consideration and possible vote to authorize management to negotiate and execute a purchase agreement for the Hire Call building subject to the terms of the LOI - Eric Polak - ACTION
      • File Name: Hirecall LOI Fully Executed 08.20.24.pdf
      • This was recommended for approval by the Finance Committee subject to the final approval of the OSU Medical Trust. The LOI allows for the due diligence process to begin on the building. There was significant discussion that the approval is for the LOI and earnest money and not for the full purchase of the building. Additional information will come back at the next meeting with details from the review process.
      • Motion: Motion to authorize management to negotiate and execute a purchase agreement for the Hire Call building subject to the terms of the LOI with Management returning to the October 24, 2024, meeting for final authorization to close on the property.
      • Motion moved by Michael Herndon and motion seconded by Doug Evans. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
7. FINANCE COMMITTEE (Presenters: Doug Evans, Guests: Eric Atkinson, Catherine Gann)
   1. Review of Month to Date and Year to Date July 2024 Financials (Presenters: Eric Atkinson)
      • File Name: OSUMC June 2024 Presentation - Trust Meeting.pdf
      • This was discussed in detail during the Finance Committee meeting. No new comments or questions.
   2. Discussion, consideration, and possible vote to approve the purchase of a new call light system - ACTION (Presenters: Catherine Gann, Eric Atkinson)
      • File Name: Nurse Call 8.22.24 Updated.pdf
      • The committee had questions regarding on-site visits and the overall evaluation. The agenda item was pulled and will be brought back at the October meeting.
   3. Discussion, consideration, and possible vote to approve the purchase of dialysis equipment to transition to performing IP Dialysis inhouse - ACTION (Presenters: Catherine Gann, Eric Atkinson)
      • File Name: Inpatient Dialysis Insourcing 8.22.24.pdf
      • This was discussed in detail during the Finance Committee meeting and recommended to the Trust for approval. No new comments or questions.
      • Motion: Motion to approve the purchase of dialysis equipment to transition to performing IP Dialysis in-house.
      • Motion moved by Barry Steichen and motion seconded by Michael Herndon. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
8. Information Only
   1. Minutes from the July 19, 2024 Executive Committee Meeting
      • File Name: OSU Medical Trust - Executive Committee Minutes 07.19.2024.pdf
   2. Minutes from the May 28, 2024 Executive Committee Meeting
      • File Name: OSU Medical Trust - Executive Committee Minutes 05.28.2024.pdf
   3. June 2024 Performance Improvement Measures
      • File Name: June 2024 PI Reports for Quality Committee of the Trust.pdf
   4. Safety Committee Meeting Minutes
      • File Name: SC Minutes 060524.pdf
   5. Emergency Operations Plan
      • File Name: Emergency Operation Plan -EOP-Changes.pdf
      • VIII A-E was reviewed by the Trust.
9. Oklahoma State University Medical Center President's Update (Presenters: Finny Mathew, Guests: Catherine Gann)
   • File Name: Construction Update 8.22.24.pdf
   • Finny Mathew provided an update on the city and steam boiler regulations.
   • Catherine Gann provided an update on the current construction projects. Current projects include:
     • Strategic Capital
     • Parking Garage, Hospital Expansion, Research Lab, C-Section
     • Routine Capital
     • Graduate Medical Education Expansion, Women's Imaging, Nursing Logistics, Specialty Clinic
     • Equipment Replacement
     • MRI
10. Physician Services, LLC Manager Update (Presenters: Melissa Cox, Bill Schloss)
    • File Name: PSLLC Update August 2024.pdf
    • Melissa Cox gave an update on FY24 for the PS, LLC. She gave an update on clinic volumes, RVU comparisons, network integrity, MIPs comparison, patient satisfaction, providers starting and the Collinsville property. Awards and patient comments were shown to the Board.
11. EXECUTIVE SESSION (Presenters: Jay Helm)
    1. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(B)(4) to discuss investigation and possible litigation regarding former employee (Presenters: Finny Mathew, Eric Atkinson, Eric Polak
       • Motion: Motion to resolve into executive session pursuant to 25 O.S. S. 307(B)(4) to discuss investigation and possible litigation regarding former employee.
       • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens, Nay: None Abstain: None
    2. Discussion, consideration, and possible vote to adjourn the Executive Session and reconvene to the Trust Meeting - ACTION (Presenters: Jay Helm)
       • Motion: Motion to adjourn the Executive Session and reconvene to the Trust Meeting.
       • Motion moved by Johnny Stephens and motion seconded by Doug Evans. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens, Nay: None Abstain: None
12. Unfinished Business (Presenters: Jay Helm)
13. 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)
14. ANNOUNCEMENTS (if any) (Presenters: Jay Helm)
    • Johnny Stephens informed the Board if they want to go to the topping off ceremony at the VA next week to let him know.
      1. Next regularly scheduled Trust meeting: Thursday, October 24, 2024, at OSU-CHS, 1111 W. 17th St., Tulsa
15. ADJOURNMENT (Presenters: Jay Helm)
    • Motion: Motion to adjourn the meeting at 2:45 PМ
      
    • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Helm, Steichen, Buettner, Herndon, Evans, Stephens Nay: None Abstain: None
      

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

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