OSU Medical Trust Minutes

OSU Medical Trust

Thursday, January 22, 2026 1:15 PMCST @ OSU Medical Center, 2nd Floor Executive Boardroom, 744 W. 9th St., 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 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: Clay Bullard, Jay Helm, Michael Herndon, Brett Lessley, Tracy Poole, Johnny Stephens

Guests: Eric Atkinson, Damon Baker, Rick Brewster (remote), Melissa Cox, Deborah Dage
(remote), Mike Fields, Catherine Gann, Karlee Gholson, Finny Mathew, Eric Polak, Jessica Russell (remote), Steve Thompson, Terri Tinkler, Brandon Whitworth, Erica Woolf

Absent:

Members: Barry Steichen

1. Call to Order and Establishment of a Quorum (Presenters: Jay Helm)
   1. The meeting was called to order by Chairman Helm at 1:30 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. Proposed Executive Session #1 (Presenters: Jay Helm)
   1. Discussion and possible vote to enter Executive Session pursuant to 25 O.S. § 307(B) for the following purposes: - ACTION (Presenters: Jay Helm)
      Confidential communications between the Board and its attorney(s) concerning a pending investigation, claim, or action where the Board’s attorney has determined that disclosure will seriously impair the ability of the Board to process the claim or conduct a pending investigation, litigation, or proceeding in the public interest as authorized under 25 O.S. § 307(B)(4), including the following:
      1. Review, discuss, and/or consider open malpractice claims. (Presenters: Brandon Whitworth)
      2. Review, discuss, and/or consider Claim No. 1168099 as it relates to pending and/or anticipated litigation matters, and potential and/or pending legal risks. (Presenters: Brandon Whitworth)
      3. Review, discuss, and/or consider Claim No. 1160162 as it relates to pending and/or anticipated litigation matters, and potential and/or pending legal risks. (Presenters: Brandon Whitworth)
         • Motion: Motion to enter into Executive Session.
         • Motion moved by Brett Lessley and motion seconded by Clay Bullard. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
   2.  Possible discussion and vote to exit Executive Session - ACTION (Presenters: Jay
      Helm)
      • Motion: Motion to exit Executive Session.
        
      • Motion moved by Brett Lessley and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
3. Discussion, Consideration, and Possible Vote to Authorize Staff to Participate in Mediation in the Referenced Claims and to Proceed as Discussed in Executive Session - ACTION (Presenters: Jay Helm)
   • Motion: Motion to authorize Staff to Participate in Mediation in the Referenced Claim No.
     1168099 and to Proceed as Discussed in Executive Session.
     
   • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
   • Motion: Motion to authorize Staff to Participate in Mediation in the Referenced Claim No. 1160162 and to Proceed as Discussed in Executive Session.
   • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
     
4. Discussion, Consideration, and Possible Vote to Approve the Minutes from the December 11, 2025, meeting and Any Amendments Made Thereto by Trustees - ACTION (Presenters: Jay Helm)
   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: Draft-OSU Medical Trust Minutes 12.11.2025.pdf
      2. Motion: Motion to approve the Minutes from the December 11, 2025, meeting and any amendments made thereto by Trustees.
      3. Motion moved by Michael Herndon and motion seconded by Brett Lessley. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
5. Summary of the January 15, 2026, Quality Committee of the Trust Meeting (Presenters: Michael Herndon)
   1. Information only
      
      1. Quality Committee of the Trust minutes
         
         1. File Name: Quality Committee of the Trust Minutes 2025.12.08.pdf
            
      2. ACHC post survey compliance monitoring
         
         1. File Name: ACHC Post Survey Compliance Monitoring.pdf

         Michael Herndon gave updates that Dr. Johnny Stephens and Clay Bullard are the other members of the Quality Committee for 2026. The Committee reviewed Gray Team PI's and their process improvement reports. Overall, dash boards are tracking favorably. The cath lab PI TAT was specifically discussed. All policies presented before the committee were approved. The committee discussed readmissions which appear to be below target. They approved a process improvement request for the Cath lab regarding its turnover times. Continuing to work through action plans on post ACHC survey.
         

6. Recommendations of the Medical Executive Committee from its Meeting on January 21, 2026 (Presenters: Damon Baker)
   • File Name: Credentials Report 2026.01.21.pdf
     
   1. Discussion, consideration, and possible vote to approve the medical staff initial applications - ACTION (Presenters: Damon Baker)
      
      As listed in the attachment "Credentials Report 2026.01.21."
      
      Dr. Baker informed these were reviewed and approved at Credentials Committee and Medical Executive Committee.
      • Motion: Motion to approve the medical staff initial applications.
      • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
   2. Discussion, consideration, and possible vote to approve the medical staff reappointment applications - ACTION (Presenters: Damon Baker)
      
      As listed in the attachment "Credentials Report 2026.01.21."
      
      Dr. Baker informed the applications were reviewed and approved by the Credentials Committee and the Medical Executive Committee.
      
      • Motion: Motion to approve the medical staff reappointment applications.
        
      • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
   3. Discussion, consideration, and possible vote to approve the medical staff status change requests - ACTION (Presenters: Damon Baker)
      
      As listed in the attachment "Credentials Report 2026.01.21."
      
      Dr. Baker informed these were reviewed and approved by the Credentials Committee and the Medical Executive Committee.
      • Motion: Motion to approve the medical staff status change requests.
      • Motion moved by Johnny Stephens and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
   4. Discussion, consideration, and possible vote to approve the medical staff resignations - ACTION (Presenters: Damon Baker)
      
      As listed in the attachment "Credentials Report 2026.01.21."
      
      Dr. Baker informed these were reviewed and approved by the Credentials Committee and the Medical Executive Committee.
      
      • Motion: Motion to approve the medical staff resignations.
      • Motion moved by Johnny Stephens and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
7. Finance Committee Summary (Presenters: Brett Lessley)
   1. Review of month to date and year to date November and December financials (Presenters: Eric Atkinson)
      • OSUMT Nov and Dec 2025 Financial Presentation - Trust.pdf
      • Eric Atkinson gave a recap of the discussion at the Finance Committee meeting. Highlights included finishing the month of November $111,000 favorable to budget from net income basis. We finished the month of December $83,000 favorable from a net income basis. that brings our favorable budget year to date December to almost $2.5 million consolidated.
8. Contractual Agreements and Employment Actions (Presenters: Jay Helm)
   1. Discussion, consideration and possible vote to reallocate budgeted capital dollars for the purchase of unbudgeted Cath Lab Equipment (Presenters: Eric Atkinson)
      
      Finny Mathew informed management is asking for permission to work with the
      Chair to approve the reallocation and the total amount may exceed
      $250,000. This is a critical piece of equipment and will likely need to be replaced
      before the next board meeting. Management wanted to both inform the board
      and ask for permission to work with the Chair in the event that equipment needs
      to be purchased before the next meeting. The approval will come back to the
      Trust for ratification if utilized.
      • Motion: Motion to allow management permission to work with the Chairman to reallocate budgeted capital dollars for the purchase of unbudgeted Cath Lab Equipment if approval is needed before next Trust meeting on March 26, 2026. 
      • Motion moved by Michael Herndon and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
   2. Discussion, consideration and possible vote to authorize the Chairman to execute and agreement with Vicinity Energy for steam and chilled water services to the Oklahoma Psychiatric Care Center (Presenters: Eric Polak)
      
      • OPCC - ESA (steam CW) - Final 1-21-2026.docx

      This was discussed in detail at the Finance Committee meeting and the motion was amended. Trust members had discussion regarding the liability on the Trust, with particular discussion/concern of ensuring payment to the Trust from the Department of Mental Health as the Trust will be contractually obligated to Vicinity.

      • Motion: Motion to authorize the Chairman to execute an agreement with Vicinity Energy for steam and chilled water services to the Oklahoma Psychiatric Care Center contingent upon lease agreement by the Department of Mental Health and Substance Abuse Services that specifies utility payments are the responsibility of the Department of Mental Health and Substance Services for steam and chilled water services to the Oklahoma Psychiatric Care Center. 
      • Motion moved by Johnny Stephens and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
        
9. Annual Requirements
   1. Oklahoma Health Care Providers’ Responsibilities and Rights Under Certain Medical Treatment Laws - Annual Education & Attestation (Presenters: Finny Mathew)
      
      1. Pursuant to state law (Title 63, Okla. Stat. Ann, Section 3162), inpatient health care services entities shall ensure that all health care providers and other defined officials associated with the inpatient health care services entity are provided with a copy of this brochure and sign a certification that they have read the brochure and are familiar with their responsibilities and rights as set forth therein. “Other defined officials” means ... the members of the board of directors ... by whatever titles those serving these functions may be called."
         
      2. Link for online training (free registration required): CME - Oklahoma Medical Board.
         
      3. A self addressed stamped envelope will be provided to Trust Members to return the completion certificate for the online education and the attestation.
         1. OK Health Care Providers’ Responsibilities and Rights.pdf

         Finny Mathew gave out the packets to each Board member. #1 is a requirement of the state. January of even years members will be asked to do the online education. Odd years members will be asked to only do the attestation.

   2. Annual Conflict of Interest Documents (Presenters: Eric Polak)
      1. OSUMT - Annual Conflicts of Interest and Confidentiality Policy.pdf
         
      2. OSUMT - Annual Conflicts of Interest and Confidentiality Statement.pdf
         

      These will be done every January. Eric Polak reminded the Trustees that the Ethics commission has given a finding if the position you occupy is named in statute, you are serving on this board because of your other role, then that conflict is expressly acknowledged by the legislature, and the expectation is you are supposed to be representing your agency.
      

   3. Annual Member Self-Assessment (Presenters: Eric Polak)
      
      1. OSUMT - Annual Self-Assessment.pdf
         
10. PSLLC Update (Presenters: Melissa Cox)
    • PSLLC Update January 2026.pdf
    • Melissa Cox went over the PS, LLC Patient Satisfaction chart, the 2025 MIPs Quality
      Performance key strengths and areas needing focus, and she highlighted patient
      comments.
11. Oklahoma State University Medical Center President’s Update (Presenters: Finny Mathew)
    • Administrator Update Trust 2026.01.22.pdf
    • Finny Mathew gave the Trust information on National Trends around the Rural Health Transformation Program and informed Medicare cuts are still looming as a result of the One Big Beautiful Bill. He also discussed the following major  organizational initiatives:
      • TSET Grant Management - Finny Mathew signed a Thank You letter to the TSET Board. There is a chance we will host a TSET Board meeting in the next year.
      • Nursing compensation review - the organization is completing a comprehensive review which will likely result in a salary increase.
      • McAlester management contract - This will be discussed in Executive Session.
      • Programmatic/service line development- OSUMC has started looking at our service lines as a whole versus one-off procedures that are offered. We are working with Forvis on a two service line development programs. The goal is to have a playbook of the steps we need to take year by year. That will also help us from a capital and cash flow management standpoint.
      • 2026 Leader Development series-These are being extended for this year. Working will leaders to work to their potential.
      • Reviving clay shoot discussions-Possibly October 2nd
    1. Construction update (Presenters: Catherine Gann)
       • Construction Update Jan 2026.pdf
         
       • Catherine Gann gave an update on the following:
         • C-section suites-Signed off on substantial completion last Friday. Grand Opening is to be TBD.
         • Hospital expansion-City of Tulsa building permit has been received, Tulsa County Health Department approval received, pier and foundation work has started, boiler 3 has been installed.
           
         • Collinsville-Project kick-off was 1/12/2026. Initial design meeting is 2/3/2026. 16-month window once everything is approved.
           
12. Executive Committee of the Trust – Informational (Presenters: Jay Helm)
    • Executive Committee of the Trust Minutes 2025.11.20.pdf
13. Unfinished Business (Presenters: Jay Helm)
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)
    
15. Announcements (Presenters: Jay Helm)
    1. Next regularly scheduled Trust meeting is on March 26, 2026, at OSUMC 744 West 9th St. Tulsa
16. Renovated C-Section Area Tour (Presenters: Catherine Gann)
    • Conduct an on-site tour of the C-Section Area, located on the 3rd floor of the Oklahoma State University Medical Center located at 744 West 9th Street, Tulsa, OK 74127. This tour is for informational purposes only. No action will be taken during the tour. Board members may ask factual questions of staff during the tour. However, no deliberations or decision-making will occur. Immediately after the tour is over, the Board will return to the meeting room. Staff requests only board members participate due to space limitations.
17. Proposed Executive Session #2 (Presenters: Finny Mathew)
    • Motion: Motion to enter into Executive Session
    • Motion moved by Johnny Stephens and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard 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)(7); 12 O.S. § 2508; 78 O.S. § 86; 51 O.S. § 24A.19; including the following: 
       1. Review and/or discuss strategic plans which include marketing plans, financial statements, trade secrets, research concepts, methods or products, and other proprietary information including a potential management agreement, growth options, partnerships, market research/analysis, and potential costs of same.
          
    2. Possible discussion and vote to exit Executive Session - ACTION
       
    • Motion:  Motion to exit Executive Session
      
    • Motion moved by Brett Lessley and motion seconded by Tracy Poole. Aye: Helm, Lessley, Herndon, Stephens, Poole, Bullard Nay: None Abstain: None
      
18. Discussion, consideration and possible vote to authorize the Chairman to execute purchase option agreements with Manna Isle Jenks, LLC in the amount of $500,000 - ACTION (Presenters: Jay Helm)
    • Motion: Motion to authorize the Chairman to negotiate and execute purchase option  agreements with Manna Isle Jenks, LLC not to exceed $500,000. 
    • Motion moved by Johnny Stephens and motion seconded by Brett Lessley. Aye: Helm, Stephens, Poole, Bullard Nay: Lessley, Herndon Abstain: None
19. Adjournment (Presenters: Jay Helm)
    

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 atosuma@okstate.edu.