OSU Medical Trust Minutes

OSU Medical Authority and Trust

Thursday October 26, 2023 at 1:30 PM CDT
@ OSU-CHS, North Hall 4th Floor Boardroom, 1111 West 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, Jay Helm, Michael Herndon, Barry Steichen (remote), Johnny Stephens
Guests: Eric Atkinson, Damon Baker, Melissa Cox, Finny Mathew, Lexie Norwood (remote), Eric Polak, Michael Rogers, Bill Schloss, Billy Taylor, Chris Thurman, Terri Tinkler, Erica Woolf
Absent:
Members: Doug Evans

1. Call to order and establishment of a quorum - Jay Helm, Chairman
   • The meeting was called to order by Chairman Helm at 1:39 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 September 14, 2023 meeting, and any amendments made thereto by Trustees - Jay Helm, Chairman - ACTION
   • File Name: Draft-OSU Medical Trust Minutes 9.14.2023.pdf
   • Michael Herndon mentioned he would like the word "was" changed to "were" on Damon Baker's report on item F, page 5.
   • Motion: Motion to approve the minutes from the September 14, 2023 meeting, and any amendments made thereto by Trustees.
   • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
3. Reserved Time for Comments from Elected Medical Staff Leadership (if requested) Chris Thurman, DO, Chief of Medical Staff
   • None to report.
4. Discussion, consideration, and possible vote to designate the calendar year 2024 meeting dates - Eric Polak, Chief Executive Officer, OSUMA&T
   • File Name: OSUMA CY 2024 rneetings.docx
   • Motion: Motion to designate the calendar year 2024 meeting dates.
   • Motion moved by Johnny Stephens and motion seconded by Ellen Buettner. Aye: Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
5. CONTRACTUAL AGREEMENTS and EMPLOYMENT ACTIONS-Jay Helm, Chairman
   1. Discussion, consideration, and possible vote to to approve an Endocrinologist contract with Dr. Hanna Crow -Melissa Cox - ACTION
      • File Name: Proforma -Endocrinology.pdf
      • This was discussed in detail in the Finance Committee.
      • Motion: Motion to to approve an Endocrinologist contract with Dr. Hanna Crow.
      • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   2. Discussion, consideration, and possible vote to select a Construction Manager to assist the Trust with the construction of a parking facility and surface lot reconstruction - ACTION
      • The selection committee interviewed 3 qualified vendors for selection by the Trust. CMS Willowbrook, Flintco, and Crossland Construction. Estimated construction cost is $29,876,381
      • Eric Polak informed the Board all three vendors were qualified but the team picked Flintco for recommendation due to the fact their intended Superintendent just finished 10 parking garages for Walmart.
      • Motion: Motion to select Flintco to assist the Trust with the construction of a parking facility and surface lot reconstruction,
      • Motion moved by Michael Herndon and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
6. FINANCE COMMITTEE - Doug Evans, Finance Committee Chairman
   1. Review of Month to Date and Year to Date September 2023 Financials
      • File Name: September Trust Presenation.pdf
      • Eric Atkinson discussed the month-to-date and year-to-date financials that were discussed in more detail in the Finance Committee Meeting.
   2. Discussion, consideration, and possible vote to approve the patient monitoring system - ACTION
      • File Name: 6 SBAR for Monitors .pdf
      • Johnny Stephens reported this was discussed in the Finance Committee and they recommended the Trust approve option 1.
      • Motion: Motion to approve option 1 of the patient monitoring system.
      • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   3. Discussion, consideration, and possible vote to approve a 6th surgical site ACTION
      • File Name: SBAR for 6th OR.pdf
      • File Name: Proforma -6th OR Site.pdf
      • Johnny Stephens reported this was discussed in the Finance Committee and they recommended the Trust approve.
      • Motion: Motion to approve a 6th surgical site.
      • Motion moved by Johnny Stephens and motion seconded by Ellen Buettner. Aye: Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   4. Discussion, consideration, and possible vote to approve the capital reallocation ACTION
      • File Name: SBAR -Capital Reallocation.pdf
      • Finny Mathew went over the basics of the request and Johnny Stephens reported this was discussed in the Finance Committee and they recommended the Trust approve.
      • Motion: Motion to approve the capital reallocation.
      • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   5. ERP Update - Informational Only
      • File Name: Oracle -ERP Update.pdf
      • Eric Atkinson gave the basics of the ERP update. It was discussed in greater detail in Finance Committee.
   6. Construction Updates - Information Only
      • File Name: Construction Updates.pdf
      • Barry Steichen arrived in person at this point and became eligible to vote in remainder of meeting.
      • Eric Polak referred to page 28 of the packet going over the current projects of the parking garage, hospital expansion, and physician office building.
7. Discussion, consideration, and possible vote to approve the Quality Committee of the Trust Charter -Erica Woolf, CNO - ACTION
   • File Name: Trust Quality Committee Charter 10.S.23.pdf
   • Erica Woolf discussed the charter that was drafted. This would be a recommending committee to the Trust.
   • Motion: Motion to approve the Quality Committee of the Trust Charter.
   • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
8. Recommendations of the Medical Executive Committee from its meeting on October 18, 2023 - Chris Thurman, DO, Chief of Staff
   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
      • File Name: October 2023 -Credentials.pdf
      • Dr. Thurman reported these were approved at Quality Council and MEC.
      • 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 Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   2. Discussion, consideration, and possible vote to approve new policies, policy amendments and retirement of policies - ACTION
      • File Name: Water Management Policy - Waterborne Pathogen Prevention-Changes.pdf
      • Dr. Baker reported this was reviewed and approved at Quality Council and MEC.
      • Motion: Motion to approve new policies, policy amendments and retirement of policies.
      • Motion moved by Johnny Stephens and motion seconded by Michael Herndon. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   3. Discussion, consideration, and possible vote to approve the Health Equity Plan Erica Woolf, CNO - ACTION
      • File Name: Health Equity Plan .pdf
      • Erica Woolf reviewed information regarding the new CMS requirement for hospitals to have a Health Equity Plan and the steps OSUMC will take to become compliant with the new requirement.
      • Motion: Motion to approve the Health Equity Plan for CY24.
      • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
   4. Information Only
      1. September 2023 Performance Improvement Measures
         • File Name: 2023 QAPI September Orange Team.pdf
      2. Safety Committee Meeting Minutes
         • File Name: SC Minutes 080223.pdf
      3. Quality Committee Meeting Minutes
         • File Name: 2023 September QC Minutes.pdt
      4. ACHC Post Survey Compliance Monitoring
         • 2023 September ACHC Dashboard.pdf
         • Damon Baker went over each piece and the Board reviewed items D. 1-4.
9. Oklahoma State University Medical Center President's Update -Finny Mathew, MHA, President
   • File Name: Administrator Update Trust 2023.10.26.pdf
   • File Name: Patient Compliment.pdf
   • Finny Mathew went over a PowerPoint that gave an update on construction, major organizational initiatives, awards received for the hospital, and organizational chart changes.
10. Unfinished Business -Jay Helm, Chairman None
11. NEW BUSINESS (Limited to Matters Not Known About and Which Could Not Have Been Reasonably Foreseen Prior to Posting of the Agenda) - Jay Helm, Chairman
    • Finny Mathew reported that a bulk buy for patient monitors might be available in conjunction with the SFHS expansion at South and Muskogee. This information became known during the meeting. Management will evaluate purchase options from Nihon Koden before moving forward with a final purchase from Phillips. If a change is made, the contract will come back to the Trust and Finance Committee for review and approval.
12. ANNOUNCEMENTS (if any) - Jay Helm, Chairman
    1. Next regularly scheduled Trust meeting: Thusday, December 14, 2023, at OSUMC, 744 W. 9th St. Tulsa
13. EXECUTIVE SESSION -Jay Helm, Chairman
    1. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discuss investigation and possible litigation regarding former employee
    2. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(4) to discu ss the forensic accounting report
    3. Discussion, consideration, and possible action to resolve into executive session pursuant to 25 O.S. S. 307(8)(1) to discuss discretionary bonuses to managers and above (excluding President, CFO, and CNO) based on FY23 performance
       
       • Motion: Motion to resolve into executive session.
       • Motion moved by Barry Steichen and motion seconded by Johnny Stephens. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
    4. Discussion, consideration, and possible vote to adjourn the Executive Session and reconvene to the Trust Meeting -ACTION
       
       • Motion: Motion to adjourn the Executive Session and reconvene to the Trust Meeting.
       • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, Nay: None Abstain: None
14. ADJOURNMENT - Jay Helm, Chairman
    
    • Motion: Motion to adjourn the meeting at 4:06 PM.
      
    • Motion moved by Michael Herndon and motion seconded by Ellen Buettner. Aye: Steichen, Stephens, Helm, Buettner, Herndon, 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 at osuma@okstate.edu.