(Updated 8/5/10)
Board of Directors Meeting Unapproved Minutes DRAFT
Saturday, July 17, 2010
10:00 AM BIRHC Community Room
Present – Board Members – Denny Cook, Carol Gillespie, Brad Grassmick, Terry Keyes, Pete LoDico, John Martin, Rick Speck, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director
Absent : Sandra Birdsall, John Works
I. Call to Order & Welcome
Connie Wojan called the meeting to order, welcoming Anne Glendon, Board Member Emeritus.
II. Review, revisions to agenda
Don Spencer added to the agenda under New Business C. Discussion regarding how we deal with part time help, employ or not.
III. Review, revisions and approval of minutes
Approval minutes – Don Spencer changed section five under Resource Development, the third sentence to read, “Northern Michigan Regional Hospital Foundation – Tom Mroczkowski attending one of our Board Meetings indicated that the Foundation could bring us $125,000. He did not stipulate the conditions under which that would occur.” Motion to approve the minutes of the May 15, 2010 meeting with changes (Grassmick/Spencer) approved unanimously.
Motion to approve minutes of the May 15 th 2010 closed session (Spencer/Grassmick). approved unanimously.
IV. Financial & Utilization Reports
• Financial reports presentation and discussion
Rick Speck informed the board, the office had a computer crash on which the finances are stored. A Sub Committee consisting of Don Spencer, Rick Speck and Donna Kubic met and used Mary Cook's data to prepare a budget for 2011. The draft budget has to be submitted to the Townships per the agreement between the Health Center and the Township, and the millage request by August 1 st . This budget if need be can be amended at a later Board Meeting. One major change is in the third column second page where the projection is that we will have a carry forward of $77,236 but rather than having a carry forward that monies will be put back into the Special Projects Fund. For the next couple years we will need to borrow from the Special Projects. If it is not paid back the fund will be gone in two years. A new line item appears as a loan . Motion to approve the draft budget (Martin/Grassmick) unanimously approved.
Don Spencer reminded the Board that another source of revenue is needed. A program of planned giving needs to be investigated and initiated. Don suggested one Board Member be responsible to research this and come back to the Board at the next meeting. Brad Grassmick volunteered to take the responsibility to research it and report back to the Board. John Martin spoke about no raises for the staff in two years, but putting $10,000 into maintenance and a $7,000 profit. Don Spencer said the maintenance fund is never completely funded.
• Cash Flow Report
As above
• 2010-2011 Draft Budget
As above
V. Committee Reports
• Resource Development
Terry Keys suggested a box be place by Betty to make a donation to the Health Center . We are missing a small opportunity. We need something where you check out. Connie suggested the pie chart of expenditures being visible.
Brad Grassmick spoke about the meeting he, Denny Cook and Don Spencer attended at Northern Michigan Regional Hospital at their own expense with Northern's Foundation Chief Development Office, Moon Seagren. Moon spent an hour with them, but made it clear their Foundation can assist BIRHC, but cannot devote their resources. Northern expressed some out reach, but they need to focus on their own fundraising. Moon suggested coming up with a list of major donors and contacts. Northern would be willing to help identify grants that could benefit the Health Center , but not assume the responsibility. Don reported the context was a little different than he had hoped. Don read their mission statement which had two components, money for the hospital and one for outlying activities. Don interpreted outlying activities could be the Health Center 's crutch for our activities. The Health Center needs to come up with a list of people with substantial means and Northern would develop an approach as to how to have a private meeting, and assist in creating a presentation to make a case. NMRH would be willing to do the research when the names have been compiled. This willingness on the part of the Foundation is significant. Their researchers would give BIRHC information on what to expect as far as giving. Connie stated each one of us might know a person of these means. We need to start out with 20 names, then use the skills of Northern's Foundation to target these people.
John Martin spoke about hiring a development person, part time, to organize the material, and accompany a Board Member and Donna on the visit to the potential donor. This could be a two year investment. John suggested if you want to get serious then take some dollars out of the Special Projects Fund to get this up and running. In the long run it would pay for itself. Also, there might be a possibility of getting a grant. Anne Glendon agreed that using Special Projects Funds to initiate something that will have long term affect, is a fine use of the monies, and would be a long term benefit for the Health Center . This will be on the agenda for the September meeting. Don mentioned it is hard for a Board Member to focus on one thing for a long time and it takes a special kind of background. Anne mentioned she had two people in mind who she thinks could do the job. Motion to have Anne Glendon investigate the two local people she knows to become a part time development researcher. (Keyes/Wojan) unanimously approved.
Anne asked for a Board Member to work with her. John Martin will join Anne in the investigation, and to approach Northern about purchased services. Board members will send Donna a list of names to compile and bring to the next Board Meeting.
• Building Maintenance
Denny Cook reported on a new hot water heater that has been installed. It would have cost more money to fix the damaged water heater than to install and to purchase a smaller unit which was a better fit.
• Finance Committee
Discussed under Financial reports presentation and discussion
• Medical Services and Quality Assessment
Did not meet
• Task Force
Will be discussed under Memorandum of Understanding
• By law and Policy Review
John Martin reported on the Committee that met on June 24th. John Martin, Anne Glendon, Donna Kubic, and Denny Cook ( via phone) to review the bylaws in comparison to the policy manual regarding eligibility for board membership.
Charge: Recommend changes to Board of Directors Policy Manual regarding eligibility for election to the Board.
Bylaws:
3.06
Sixty days prior to the Annual Meeting, the Secretary shall solicit nominations from the Beaver Island community of individuals to serve on the Board. The deadline for submitting such nominations shall be 30 days prior to the Annual Meeting. The Board may consider other candidates who are permanent or seasonal residents of Beaver Island not nominated by the public.
Members elected to the Board shall, so far as practical, reflect the age, gender, ethnicity, and geographical distribution of the permanent and seasonal residents of Beaver Island .
Board of Directors Policy Manual:
Terms: BIRHC at-large Board members are elected by the-sitting Board to serve three-year terms unless they are elected to fill an unexpired term. Members may be reelected for a second term, but no at-large Board member may serve for more than 8 consecutive years. (Note: The Boards of Peaine and St. James Township each select one representative to the BIRHC Board. Beaver Island EMS is also asked to select one representative.
Eligibility: So long as BIRHC operations are funded by township millage, all voting Board members must be taxpaying owners of property on Beaver Island . At least 2/3 of the BIRHC Board should be permanent residents
Recommendation: Make 2 changes to the Board Policy Manual:
Terms: Delete sentence regarding EMS
Eligibility: Change the Policy Manual language to conform to the by-law language
Eligibility: Members elected to the Board shall, so far as practical, reflect the age, gender, ethnicity, and geographical distribution of the permanent and seasonal residents of Beaver Island .
Committee recommending those two changes to bring in compliance with the bylaws . Motion to accept changes suggested by the Committee (Keyes, Grassmick) unanimously approved.
Connie Wojan brought up the wording of “ethnicity”, which Sandy Birdsall stated might be a concern. The Board did not think this warranted changing. Connie mentioned that in the future Board Members including in the language the number of meetings a Board Member should attend.
VI. Operations Report
• Summary of Activities, Statistics
See attached report
• Health Fair Update
There will be several off islands agencies present. Plans are progressing and the next meeting will take place August 6 th .
VII. New Business
• Memorandum of Understanding
Don reported Webb Martin suggested a confidentiality clause which could become #12.
#13 which would be come “Term of the memorandum of understanding. The effective date of this instrument shall begin when the last signature is executed, and is effective through August 1, 2012 , at which time it will extended unless terminated by mutual agreement.”
Two typos on page four #6 NMRHS and #8 the S is missing in NMRHS.
Changes will be forward to NMRH
• Shingles Vaccine
Donna will write an article about the Shingles vaccine and put in on Joe's website and the forum and newspapers explaining who is eligible and when we will have the serum
C. Part Time Help
Donna instructed to post maintenance help in the clinic for a contractor with liability insurance.
VIII. Old Business
• Millage election
Connie encouraged Board Members to vote on August 3 rd . Donna will post the information on Joe's website and the forum closer to the election.
• Golf Outing
John Works will be contacting Board Members to help.
• Set Board Goals
Tabled until next meeting;
John Martin spoke about grant dollars from BCBS Foundation to increase access to care from a kind of collaborative relationship. The Board approved exploring the grant of $3,500 which could be available to write a grant with an upward grant of $50,000.
IX. Public Comment
There was no public comment
X. Closed session to discuss Personnel Matter
Open session resumed at 12:40 PM
XI. Adjournment
Motion to adjourn (Spencer/Cook) at 12:50 PM.
Respectfully submitted,
Connie Wojan, President Donna Kubic, Managing Director
July 17, 2010 Operations Report
From the Total Charges and Encounter Comparison handout, patients encounters in June we were down 72 patients which resulted in a $4,300 decreased in billing. In May we were up 67 patients and had an increase of $4,100. Between the two months patient visits and billings evened out.
I held a REMEC in-service for the community on “Aging Parents and Legal Issues” learning about Elder Law ,the speaker was Deborah Rysso, Elder Law attorney, who discussed legal issues of aging parents such as estate planning, wills, probate, power of attorney and Medicaid for nursing home residents.
Also through REMEC, I offered a “Hospice and Nutrition at the end of life” for the hospice helping hands and hospice volunteers.
The Open House was well attended with many visitors who had not been in the Health Center before. We were connected to Charlevoix Hospital and were able to demonstrate the telemedicine equipment and our digital x ray.
I was invited to be part of a task force which involves networking with Cheboygan Memorial Hospital, Charlevoix Area Hospital, Northern Michigan Regional Hospital and Mackinac Straits Hospital in St. Ignace. Northern Michigan Regional Hospital received a $84,950 grant to establish a primary care model that creates care solutions in rural and remote areas. A proposed alliance would bring together Northern, Charlevoix, Cheboygan, Mackinac Straits H and Beaver Island Rural Health Center to maximize resources. The funding comes from the U.S. Department of Health and Human Services' Rural Health Network Development Planning Grant Program. The program's goal is to strengthen rural health care delivery systems with funds typically used to acquire staff, contract with technical experts and purchase resources. We had our first meeting this week.
Larry Hudson who is employed by Charlevoix Area Hospital Physical therapy department was here Thursday and beginning July 27 th will offer services on Tuesday and Thursday to island residents at the Health Center. I am waiting for information from Larry on who will be the therapist coming over, so I can place an announcement on the websites and in the papers.
I received a $2,000 grant from Char Em United Way for a Senior Help Mate Program, I partnered with the school to take pictures with the seniors. I hope to find other grants that will compliment this program. The Senior Housing will be started in the fall, so this might fit well with seniors living there. I will begin to work on the program and inform the community of assistance for our seniors. I had four people interested in becoming the Senior Help Mate.
Barb Kenwabikise who helped us with X rays has left the island. Sue spent a few hours training with Barb before she left. Barb would come in whenever we needed her to do the difficult x rays which the providers were not comfortable doing. We will need to send the practitioners over to Charlevoix Area Hospital or pay for Barb to come over and spend time with Sue and Chris, learning the more difficult X rays.
Mary's computer crashed when we had a power surge, which also took out the water heater and the computer. I was able to send the computer to Charlevoix to be repaired. Thus we were behind on getting financial information to the Board Members.
Liz Lanier has generously donated a picnic table which currently we have in the back of the building and the staff has and will enjoyed, eating their lunch outside.
Valerie Newcomb, donated $50.00 worth of toys for the waiting room
Sue Coen, RN, a nurse trained in sexual assault issues from Charlevoix Hospital came to the Health Center and did training with the providers on sexual assault issues. Thank you Carol Gillespie for giving us a head start on a policy for sexual assault victims
Dr Meyerson from the Health Department visited the clinic and will be back in October to do an in-service on vaccines.
Ken Hogarth did insect spraying at no charge.
School children did island clean up here and washed windows for us.
Di Gilroy, the Manager for Munson Hospice who is retiring, brought the new Hospice Manager here to the island to introduce her to Sue and I.
Judy Goodrich, Hospice Volunteer Coordinator did an all day Hospice training with the Hospice Volunteers here in the community room.
Stephen from Central Solutions was here and the T-1line has been switched over to TDS.
Spoke with Bob Hoogendorn about getting names of veterans on the island -
Don, John Martin, Anne Glendon and I met at Northern Michigan Regional Hospital with Barb Berry, Jim Flikema and Reezie DeWitt to discuss the final draft of the Memorandum of Understanding. Webb Martin has reviewed the document and other than the paragraph about Hipaa had no changes. Jim Flikema said that their attorney has been out of touch and has not done a final review yet. But Jim is confident that what we have is close to final.
Respectfully submitted, Donna Kubic
Board of Directors Meeting Unapproved Minutes DRAFT
Saturday, May 15, 2010
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Carol Gillespie, Terry Keyes, Pete LoDico, John Martin (via speaker phone), Rick Speck, Don Spencer, Connie Wojan, John Works.
Adam Richards, Advisory Board Member
Staff – Donna Kubic, Managing Director
Absent : Brad Grassmick
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members and Adam Richards in attendance.
II. Review, revisions to agenda
No revisions
III. Review, revisions and approval of minutes
Motion to approve the minutes of the March 20, 2010 meeting (Works/Spencer) approved unanimously.
IV. Financial & Utilization Reports
• Financial reports presentation and discussion
Rick Speck reported on the financial income statement. Taxes have been received earlier this year. Money has been transferred from the Special Projects Fund, so we are financially stable right now. Medical service income shown on statement is not accrued, which gives a more accurate picture. This does not take into consideration account receivables. Cash flow reports are actual. Expenses are running where they should be. Motion to approve the financial statement (Works/Spencer) unanimously approved.
• Cash Flow Report
Don Spencer reported on the cash flow report. The Finance Committee met on Wednesday and revised this cash flow report. It gives a true picture of expenses and projections. The Kellogg Grant, a one-time grant is recorded in April. If we were to pay back the $50,000, taken out of Special Projects, we would have a deficit of $15.000. Possible golf outing revenue is not included and could be substantial.
Don reported that between now and the end of the year, anything the board can do to provide income is critical. The Finance Committee is suggesting to the Resource Development Committee that $125,000 needs to be raised every year from all sources of fundraising. This is $65,000 more than we currently raise. If we continue to take $50,000 out of Special Projects every year we will exhaust it quickly. Denny Cook and Brad Grassmick are committed to meeting with Northern Michigan Hospital Foundation representatives to see how they might be able to help us with fundraising. Don Spencer mentioned he was not confident the Health Center would receive the money from the state.
• Audit
Rick Speck reviewed the Financial Statement. A complete audit was not done this year. There was discussion regarding whether the Health Center needed to have an audit done every year. Donna will check the minutes of previous meetings to see if a motion was made to do an audit only every other year. Motion to approve the financial statement (Martin/Works) unanimously approved.
V. Committee Reports
• Resource Development
Connie Wojan reported on the Resource Development Committee meeting (minutes attached). The golf tournament date will be August 14 with a rain date on August 15 th . Board members will be asked to be greeters and solicit prizes and cash donations. Connie Wojan mentioned she would like whole board there. John Works suggested having the car at the golf course when some of the tournaments are going on. Work assignments will be made at the next meeting. Don Spencer mentioned that the NMRH Foundation indicated they could raise $125,000 for the Health Center. Don emphasized the importance of asking NMRH for their help and offered to facilitate the first meeting.
• Building Maintenance
Denny Cook reported on the Building Maintenance Committee. - Gerry LaFreniere, Don Spencer and Denny Cook went through different items that should be on hand in case of a malfunction which amount to about $400.00. They met with Bill Inglis, who is a distributor for Wolverine Power Systems, which sells generators. Don Spencer did a study and determined what peak loads would be. The proposed generator will be about $31,000 installed. The USDA will pay 25% of the cost and would offer a loan at 4%. We will try and apply for different grants to help purchase a generator that could run the clinic in an emergency.
• Finance Committee
Met on May 12, (minutes attached).
• Medical Services and Quality Assessment
Committee did not meet
• Task Force
A joint Task Force Meeting took place on March 26 th with Reezie DeVet, the new CEO of Northern Michigan Hospital, and Jim Flikema attending here on the island. The Task Force will be meeting again by conference call the end of May, or beginning of June. The date has not been agreed upon. Jim Flikema agreed to explore additional support on items that were still question marks and to determine how much could be accomplished without a major corporate restructure. Such a move would require substantial legal expenses and could result in negative public reaction over the loss of local control. Reezie was sensitive to the island's concern about losing control of the Health Center. She stated that so long as we have a close and cooperative relationship, there seemed no advantage to creating a complicated and potentially controversial new structure. Northern will draft a Memorandum of Understanding and present it at the next meeting.
• By law and Policy Review
Denny brought to the board's attention a conflict between the bylaws and the board policy “Board of Directors, Preferred Qualities, Eligibility, Roles and Responsibilities, Orientation.” We have a conflict because the policy puts restrictions on membership, which are not in the bylaws. The board must resolve the conflict before the time comes to elect new members. A committee to look at the policies and how they relate to the bylaws was formed which included Denny Cook, Connie Wojan, Anne Glendon and John Martin. The committee will be assigned to go through policies and review how they relate them to the bylaws.
VI. Operations Report
• Summary of Activities, Statistics
See attached report
• Health Fair Update
Discussed under operations report
VII. New Business
A. Millage election
The Health Center's millage renewal is coming up the first Tuesday in August. – The St. James board voted to put the millage request on their ballot for a 3-year renewal. The Peaine board voted to put the item on the ballot for a 4-year renewal. Don Spencer gave a presentation at the Peaine meeting with good financial information to educate the public. Don suggested having a public meeting before the millage election. He suggested a presentation on what happens when you call 911. This might encourage residents to vote for the millage. A good time might be the end of July to be held at the Peaine Township Hall. John Works suggested that information about the millage request be posted on the BIRHC website and an article published in the papers about what happens in a medical emergency on Beaver Island.
• Good Samaritan Fund
Stoney Acres Grill sponsored a benefit on Saturday, May 1st for Smoke-Free night with .50 cents a drink to benefit the Health Center. The event raised $250.00. Donna Kubic requested that this money and the monies in the Auxiliary account in the amount of $1,100.00 be put into a restrictive fund and renamed the Good Samaritan Fund . Donna will do a thank you to Stoney Acre Grill and an announcement of the new fund for people who might want to donate. Donna will use her judgment in dispensing the money to cover medical treatment for needy patients and will make a report to the board quarterly. The board will review the process in a year to evaluate how it is proceeding. At that time the Board could make a formal policy. For now Donna will gather data and at a future date make a policy. Motion to transfer monies from the Auxiliary Account and rename the account the Good Samaritan Fund (Works/Spencer) unanimously approved. Motion to establish the Good Samaritan Fund and authorize Donna to administer and report back every three months (Works/Speck) unanimously approved.
VIII. Old Business
• Setting Board Goals for 2010
Connie Wojan mentioned again two important goals for 2010 were: passing the renewal of the millage and successful summer fundraisers
• Open House
The connection with Charlevoix Area Hospital will be on for the entire two hours. The drawing for the Early Bird Special will be one at 12:00. Connie will ask the deputy to pull the winning ticket. Donna will try and schedule two live demonstrations with the ER and will also demonstrate our digital x ray. Terry Keyes offered to supply refreshments.
IX. Public Comment
There was no public comment
X. Closed session to discuss Personnel Matter
Motion to move into closed session to discuss a personnel matter (Spencer/Works) Role call, Birdsall, yes, Cook, yes, Gillespie, yes, y Keyes, yes, LoDico, yes, Martin (via speaker phone), yes, Speck, yes, Spencer, yes, Wojan, yes.
Open session resumed at 12:50 PM
Motion for the Board to direct Donna to create a policy stating that in legal cases involving an employee facing administrative or other legal action, that the Health Center, except in cases of gross negligence or violation of the law, pay the legal expenses for the employee. (Birdsall/ Speck), m otion approved, unanimous.
XI. Adjournment
Motion to adjourn (Spencer/Cook) at 12:55 PM.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary
Donna Kubic, Managing Director
March 2010 Operations report (Donna Kubic)
Included in your package is a flyer for the Jumpstart to wellness program – which has been advertised in the community and will continue indefinitely. The cost will be $25.00 and include Review of Medical History, Height & Weight, Blood pressure check, Cholesterol, anemia, and blood sugar screening by doing a finger poke and an EKG. We will not bill this to insurances. The $25.00 will cover the cost of the supplies we need to do the screening.
I met with Chris Krajewski, Women's Resource Center , who is the Domestic Abuse/Sexual Assault Program Director and obtained rape kits which we have not had at the clinic and I will be writing a policy on how to deal with this situation as we do not have one at the present time.
I heard from TDS about the T-1 being installed and they indicated it would be 608-662-3531, done in about three weeks. They inquired about getting together with our tech support.
I did an interview on Joe Moore's website promoting the open house and several other items.
I received a check from Stoney Acres in the amount of $250.00 from the fund raiser on the night of the “smoke out”. An amount of $1,113.94 is in an auxiliary account which Rick indicated was a fund set up to offset costs of fund raising from several years ago. The auxiliary group no longer is active. At the finance committee meeting, I requested this amount and the $250.00 from Stoney Acres be set aside in an account maybe named the “Good Samaritan” or Guardian Angel Fund” to help community members in need of monetary assistance for various reasons to be used at the board discretion or if the board decides it could be my decision.
The Michigan rural health conference was held in Mt pleasant which I attend. I felt it was worth my while as I made a few contacts..
I offered a Lumbar Stenosis REMEC program and had 6 people in attendance.
I meet with the physical therapist manager at Charlevoix Hospital (Bob Grakowicz) who hasn't forgotten about Beaver Island and said of course it's all about the numbers and would keep me in the loop about possible services here.
The Health Center Website is finished www.birhc.org , please take a look at it and offer any suggestions you may have.
I met with Jack Messer, the new Executive Director of the Commission on Aging. He will be returning to the island and we will get together again.
We had two EMT Specialist spend a couple of days at the clinic to fulfill some of their practical's.
Thank you to Dawn Marsh and Maryanne for stripping and waxing all the floors which was a huge job.
I have switched Insurances (officer and directors, workmen's comp and building insurance with a savings of about $1300.00 (which we can use to pay for the cost of fixing the van)
We have received the Kellogg grant.
I offered a Hospice in service through telemedicine on March 24”living with grief “and end of life care, several of the hospice volunteers attended
Dr Wartinger, urologist from University of Michigan has contact me about having another Men's Prostate Screening day this summer. This is available at no charge to the men of the island who would like to take advantage of this very important examination for prostate cancer. We had a number of men take advantage of this last summer. I will advertise when I get a couple dates from Dr. Wartinger.
Dr Cotter, Dermatologist has begun seeing patients here at the Health Center . On his first visit he saw 29 patients. He brought with him two of his staff members.
A group of cancer survivors have formed a support group which will be meeting the first Wednesday of the month. Through our telemedicine equipment this group met with Charlevoix's Circle of strength support group and interacted with their member's real time. They will continue to meet every month and use the Polycom to meet with the Charlevoix group.
Number of patients seen through April of this year is down 91 patients. Billing compared to 2009 is down $9,000.00.
The Health Fair is moving along. A long list of invitees has been distributed to the steering committee for them to contact. The fair will take place the Christian Fellowship Hall.
Finance Committee Minutes
Wednesday, May 12, 2010
1:300 AM BIRHC Community Room
Present – Mary Cook, Sandra Birdsall, John Martin (via speaker phone), Rick Speck, Don Spencer, Donna Kubic.
Absent : Carol Gillespie
• Review current cash flow report
Mary Cook as developed a cumulative cash flow report. With the receipt of the Kellogg grant of $35,000 the end of the fiscal year 2010 will end up with a $19,361.71 positive cash balance.
• Discussion of allocation of Good Samaritan funds – contributions for specific medical treatment purpose
Donna Kubic reported receiving a check from Stoney Acres in the amount of $250.00 on the night of the “smoke out”. An amount of $1,113.94 is in an auxiliary account which Rick Speck indicated was a fund set up to offset costs of fund raising from several years ago. The auxiliary group no longer is active. Kubic requested this amount and the $250.00 from Stoney Acres be set aside in an account to help community members in need of monetary assistance for various reasons to be used at the board discretion or Kubic. This will be discussed at the Board meeting on May 15 th .
III. Engaging Northern Michigan Hospital Resource Development Dept (Foundation) for assistance toward BIRHC fund raising efforts.
Don Spencer will recommend at the next board meeting that the Resource Development Committee approach Northern Michigan Regional Hospital 's fund raising department
IV. Grant opportunities for operations
Donna reported that her investigations of grants they are for projects and not for operations. The USDA indicated they would allow $7,000 towards a generator with a loan at 4%. Donna indicated she will approach the tribe. Also mentioned was the possibility of looking into FEMA for funds for a larger generator.
Respectfully submitted,
Donna Kubic, Managing Director
BIRHC Resource Development Committee Meeting
April 26, 2010 4 PM
Present: Connie Wojan, Denny Cook, Terry Keyes, John Works,
Brad Grassmick
Absent: Adam Richards
Connie called the meeting to order at 4 PM. As no one else was interested, Connie agreed to be committee chair. The committee discussed the following topics:
John Works confirmed his commitment to take the lead in planning the event. After discussion it was decided to set the date for the tournament for either Saturday August 14 th or Saturday, August 21 st . John suggested that the rain date for the event be set ahead of time for Sunday, the day after the original date.
Connie asked John what help he would need from the board. John said he would need help on the day of the tournament and in soliciting prizes and players. He emphasized the importance of recruiting golfers and business donations from the mainland. He stated his belief that with the boards' help a much larger amount of money could be raised than last year's $6000+.
John will have a date selected by the May board meeting.
81 tickets have been sold so far. The Early Bird drawing will be May 30th at the open house.
Credit Card Fundraiser
Brad reported on his research into having a deal where 1 % of charges of holders of a special Capital One card would go to the Health Center. He will have specific information for the May meeting that would enable board members, staff and other supporters to benefit the Health Center by applying for and using a Capital One card.
Website
Connie talked about the recent update of the birch.org website initiated by Donna. She asked the committee members to look the site over and contact Donna with suggested changes/improvements to the site.
Connie opened up the meeting to suggestions for improving fundraising.
Terry Keyes - More effort should be made to educate the public about the fact that patient fees cover only about 25% of what is needed to operate the HC. Connie agreed and said this was particularly important this year because of our August millage election.
Terry also suggested that board members approach all island businesses about putting on fundraisers for the HC such as the one Stoney Acre had scheduled for the weekend of April 30-May 1 st .
John Works- emphasized the importance of soliciting new donors to the Endowment Fund. It was suggested that a DVD of Donna Kubic's PowerPoint presentation about the history of the HC would be a good tool to educate and solicit potential major donors.
Brad Grassmick - Suggested that it would be beneficial for members of the committee to meet with Northern Michigan's Foundation Board and/or staff. Denny and Brad will try to set something up when they are in the Petoskey area. Brad will also follow up with Jean McDonough about Ted Hughes' offer to do a free planned giving workshop.
Meeting adjourned 5:20 PM.
Respectfully submitted,
Connie Wojan, Chair
DRAFT
Board of Directors Meeting Unapproved Minutes
Saturday, March 20, 2010
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Carol Gillespie, Brad Grassmick, Terry Keyes, Pete LoDico. John Martin, Rick Speck, Don Spencer, Connie Wojan, John Works.
Absent :
Staff – Donna Kubic, Managing Director
Guests – Bill Cashman, Adam Richards
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members present, new board members, Bill Cashman and Adam Richards in attendance.
• Welcome to new board members
Connie Wojan welcomed Carol Gillespie, Terry Keyes, John Martin and John Works to the meeting.
III. Review, revisions to agenda
No revisions
IV. Review, revisions and approval of minutes
Motion to approve the minutes of the February 20, 2010 meeting. (Grassmick/LoDico) approved unanimously.
V. Financial & Utilization Reports
A. Present budget
Rick Speck reported on the financial statement and stated that expenses are where they should be at five months into the fiscal year . Medical services income is down significantly from what was budgeted. Rick explained line items for the benefit of the new board members. He emphasized that patient revenue would always be insufficient to cover all operating expenses and that the Health Center could not survive without townships' millage, grants, and donations. Motion to approve the financial statement ( Grassmick/Spencer) unanimously approved.
• Cash Flow Report
Don Spencer explained the cash flow analysis prepared by Mary Cook. We borrowed $50,000 in December 2009 in addition to $20,000, which was withdrawn as previously approved for the matching telemedicine grant funds. These withdrawals are reflected in the $57,000 net loss. The analysis does not include pending State funding or Kellogg grant money. Tax dollars could be down next year. We may avoid a loss this year if the State and Kellogg grant funds come through.
VI. Orientation
• Power Point )
Donna Kubic will show the power point during lunch.
• History of the Beaver Island Rural Health Center
Don Spencer reported on the history of the new facility.
• Linkage
Don Spencer informed the new board members about the affiliations the Health Center has with the neighboring hospitals. (See attached chart.)
• Emergency Situations
The Health Center has a disaster plan and could be turned into a 22 bed holding area for patients if a disaster struck the island
VII. Task Force Activities
Don Spencer explained the task force activities to the new board members and stated that the task force would be meeting March 26 th with the CEO of Northern Michigan Regional Hospital to further discuss an affiliation.
VIII Operations Report
• Summary of Activities, Statistics
Donna Kubic reported she attended a House appropriations committee meeting in Traverse City. Bill McDonough introduced Donna to State Representative Gary McDowell. Representative McDowell was chair of the committee. Several other representatives were in attendance. Donna presented a testimony about the importance of the funding of the $100,000 that was allocated to the three islands, and then eliminated from the budget.
IX. New Business
A. Committee Assignments
Were included in board packets.
• Determine terms of new Board Members
Each new board member drew a slip at random to determine the length of his or her term. Those who drew partial terms are eligible to be reelected to two more 3-year terms. Results were as follows:
Carol Gillespie 3-year term
Terry Keyes 1 year term
John Martin 1 year term
John Works 3 year term
X. Old Business
• Setting Board Goals for 2010
It was decided the individual committees would set goals at their meetings. All committees will meet before and report at the next full board meeting on May 15 th.
• Review of Board meeting schedule
Meeting schedule was included in board packets.
XI. Adjournment
Motion to adjourn (Spencer/Cook) at 12:45 PM.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary
Donna Kubic, Managing Director
Board of Directors Meeting Unapproved Minutes DRAFT
Saturday, January 16, 2010
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Brad Grassmick, (via speaker phone) Pete LoDico, Jean McDonough, Rick Speck, Don Spencer, Connie Wojan. Staff – Donna Kubic, Managing Director
Guests – Bill Cashman, Gerald LaFreniere
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members present and on speakerphone, and guests.
II. Review, revisions to agenda
No revisions
III. Review, revisions and approval of minutes
Motion to approve the minutes of the November 21, 2009 (Grassmick/Birdsall) approved unanimously.
IV. Financial
A. Financial reports presentation & discussion
Rick Speck reported on the finances. The carryover from last year was slightly higher at $13,081. The report shows a slight profit but we need to put back the $70,000 borrowed from Special Projects. Building maintenance is over budget because of replacing the windows. Connie Wojan reported that she had received a call from Bill McDonough saying that the State monies might be in jeopardy. Rick stated the State money was not included in the budget but could be used to replace some of the $70,000 taken out of Special Projects. Don Spencer said the monies are in jeopardy but not dead. The other two islands will also be in contact with their representatives.
Resolution: To write a common letter in conjunction with the other islands to our state representatives regarding the status of the State money. (McDonough/Spencer) unanimously approved.
Don Spencer talked about returning the $70,000 to Special Projects. He would like to know with some confidence if and when that will be possible. Don said that if we can't repay the fund, we are in trouble. Rick Speck indicated we would know by the end of February when 75% of the tax dollars are received.
Motion to return monies to Special Projects if sufficient tax dollars come in by the end of February. ( Speck/Spencer) approved unanimously .
Motion to approve Financial Report (Spencer/Birdsall ) approved unanimously.
V. Committee Reports
A. Finance
Nothing to report
• Resource Development & Marketing
Connie Wojan reported the balance shown on the report in Special Projects does not reflect what was taken in from the Annual Appeal. Total contributions to the fund at the end of December were $22,886. In addition, $2,094 was added to the endowment from the Annual Appeal. Ray Murray's bequest went into the Endowment Fund and was just short of $6,000. Connie mentioned that the money collected this year was running about the same as last year. The vast majority of the money received was directed to the Special Projects Fund. The Special Projects Fund money can be spent.
• Car Raffle 2010
Pete LoDico reported on the differences between the Ford Focus and the Chevy Cobalt Motion to go forward with Dave Kring and the purchase of the burgundy Chevy Cobalt. (Birdsall/Spencer) unanimously approved. Motion to take $15,057.23 out of Special Projects to purchase the Chevy Cobalt (Spencer/Birdsall) unanimously approved.
VI. Operations Report
• Summary of Activities, Statistics . Donna Kubic's operational report is attached.
It was decided to demonstrate the new telemedicine equipment to the board at the February meeting. An open house was also discussed to allow the community a chance to see the equipment. Motion to have a community open house Sunday of Memorial Weekend after church. (LoDico/Spencer) unanimously approved.
VII New Business
• Acceptance of Larry Hansz's resignation
Connie Wojan spoke of Larry Hansz's contributions to the medical center which include: thousands of dollars worth of furnishings and medical equipment and his connection with Eric Mueller who wrote up a comprehensive maintenance plan for the Health Center. Motion to accept with regret Larry Hansz's resignation and to thank him for all his prior contributions. (Wojan/Cook) unanimously approved.
• Set date to reconvene to hold Board member Elections
Connie suggested February 2 th as the date to reconvene the Annual Meeting, since it has already been published
• Board Openings
Connie thanked the selection committee, Jean McDonough, Denny Cook and Sandy Birdsall for all their time spent interviewing the 6 potential board members. Jean McDonough will not be seeking reelection to another term because of the number of very qualified candidates. Sandy and Jean reported that all candidates had unique skills sets that could be helpful to the Board. Sandy Birdsall and Jean McDonough suggested changing the bylaws to increase the board to 13. Denny Cook stated he was not in favor of the increase. Don Spencer suggested that the first issue on the February 20th agenda should be a vote on the bylaw change, which if passed, would allow all 6 applicants to join the board. If the bylaws are not changed, four candidates will be chosen. Spencer said the remaining two candidates could be appointed to an advisory committee.
• Board Goals (Review of Strategic Plan Goals)
Motion to table Board goals until the February 2 th meeting. (Birdsall/Cook) unanimously
• Steering Committee for “Moon Walk”
Sandy Birdsall talked about board support to get together a steering committee to promote a walking program in the community. Jean McDonough mentioned there is already a similar program in Northern Michigan. Motion for Birdsall to represent the Health Center and encourage the development of this program, and that the Health Center participate. (Cook/Spencer) approved unanimously.
• Planned Giving Report
Jean McDonough spoke with Lyn Jenks of Charlevoix Area Hospital regarding planned giving. Lyn told her CAH had tried a mailing campaign that was expensive and had not produced any positive results. Lyn would not do a mail campaign again. Sandy Birdsall asked Ted Hughes, a retired estate planner, if he would be willing to conduct a seminar and invite the community at no charge. Connie said this was an excellent idea and should be added to the goals list. Jean McDonough and Sandy Birdsall agreed to be involved and go forward with planning for a seminar in late June.
XI. Old Business
• Decision to fully fund the maintenance depreciation budget
After discussion the Board decided a cash flow analysis would be needed to project whether fully funding the maintenance budget would be possible this year. Motion to ask Mary Cook to do a cash flow analysis for the next 6 months and present it at the next meeting (Spencer/Cook) unanimously approved .
• Motion to accept language for bylaw change
Motion to accept changes in paragraph 4 of section 3.02 of the bylaws concerning extension of terms as recommended by Webb Martin (Birdsall/LoDico). Unanimously approved.
XI. Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn Annual Meeting and reconvene on February 20 th at 10:00 AM, (Birdsall/Spencer) approved unanimously. Meeting adjourned at 12:55 PM.
Respectfully submitted Connie Wojan, President; Sandra Birdsall, Secretary; Donna Kubic, Managing Director
Board of Directors Meeting unapproved Minutes DRAFT
Saturday, November 21, 2009
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Brad Grassmick, Pete LoDico, Jean McDonough, Rick Speck, Don Spencer, Connie Wojan.
Larry Hansz and Denny Cook joined the meeting midway by speakerphone as they were stranded in Charlevoix.
Staff – Donna Kubic, Managing Director
Guests – Bill Cashman
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members present and on speakerphone, and Bill Cashman in attendance.
II. Review, revisions to agenda
No revisions
III. Review, revisions and approval of minutes
Motion to approve the minutes of the September 19 th minutes with corrections (Spencer/LoDico) approved unanimously.
IV. Financial
A. Financial reports presentation & discussion
Expenditures for October are within budget. Custodial wage is higher due to a new employee doing extra cleaning that was needed. The bulk of the deep cleaning is now complete and cleaning wages are expected to return to former levels. Motion to approve Financial Report (Wojan/Spencer) approved unanimously.
V. Committee Reports
A. Finance
Don Spencer reported on maintenance items expenses. Eight new windows have been installed and the air conditioning repair work has been completed. We are not aware of any additional building expenses. Because of these unforeseen expenses we were unable to set aside $5,000 into the maintenance reserve budget. The windows will be paid for out of the regular checking account. There was discussion about funding the maintenance reserve budget. Motion to table the decision to fully fund the maintenance depreciation budget until the January meeting. (Birdsall/Spencer) unanimously approved.
Bookkeeper Mary Cook's numbers indicated the need for about $70,000 more than is currently available in unrestricted funds to pay bills and make payroll through the first of January. Motion to authorize Donna to take $80,000 of out Special Projects for budged items only as needed (Speck/Grassmick) unanimously approved. Don Spencer pointed out that the board must be vigilant in making sure this loan from Special Projects is paid back.
Discussion took place regarding what level of audit we should have this year if any. Motion to proceed with a preparation of compiled statement and completion of the 990 review only. If a grant application requires an audit, one can be scheduled at that time. (Speck/Birdsall) unanimously approved.
B. Resource Development & Marketing
Connie Wojan reported the Annual Appeal letter is out. Typically at least $20,000 is received in donations from the Appeal. Sandy Birdsall commented that the letter and attachment were well written. Connie reported that the CCCF has postponed deciding on any endowment interest to be distributed until the end of December.
Brad spoke about planned giving and the need to start investigating. Jean McDonough will meet with Lyn Jenks at Charlevoix Area Hospital to come up with a plan. Connie Wojan reported Dr. Raymond Murray has left his IRA to the Health Center . Pete LoDico reminded the board that a decision will have to be made on a raffle vehicle by February. Board members will individually research vehicles and send the information to Pete, who will report on the findings at the January meeting. It was agreed the early bird special would be done again this year.
• Building Maintenance
Denny Cook, who was on speaker phone and unable to attend the meeting due to weather asked Don to report on building maintenance. Don reported no big projects were planned for this year.
• Task Force
On Thursday, Northern Michigan Regional Hospital 's task force was unable to visit the Health Center due to weather. Anne and Brad who were also unable to visit Beaver Island drove to Petoskey and were introduced to Northern's task force. Anne and Brad then joined the Northern Task Force in a conference call with BIRHC task force members. A detailed list of needs of the Health Center was presented to Northern's task force. A second meeting of the joint task force will be set to discuss the best way to structure a partnership for the mutual benefit of both organizations. A date for the meeting has not yet been determined.
VI. Operations Report
A Summary of Activities, Statistics . Donna Kubic's operational report is attached.
VII New Business
• Modification of By-laws
There was a discussion about the fact that according to BIRHC by-laws, three board members were term limited out as of January 2010.
Motion to modify the by-laws to allow Don Spencer, Brad Grassmick and Connie Wojan to serve an extended a one-year term to see us through the affiliation with Northern Michigan Regional Hospital. (LoDico/Cook).
Jean McDonough, Larry Hansz and Sandy Birdsall opposed. Motion passed with a 2/3 vote.
• Thank you letter to Senator Jason Allen
Motion to send Jason Allen a thank you letter for the $38,000 he helped us receive from the State of Michigan . Sandy Birdsall will write the letter to be signed personally by all board members. (LoDico/Grassmick) unanimously approved.
• Board Openings
Sandy Birdsall agreed to post board openings in the Northern Islander, Beacon, Joe Moore's site and the Forum seeking two new board members. Connie Wojan said the board was not be compelled to add board members at this time because we are not below the minimum of nine specified in the BIRHC by-laws. Motion to approve Sandy Birdsall, Jean McDonough and Larry Hansz to comprise a committee to interview potential candidates for the board. (Grassmick/Birdsall) unanimously approved.
X Next Board Meeting dates
The Board agreed on the following 2010 board meeting dates: January 16th, February 20th, March 20th, May 15th, July 17 , September 18 and Nov 20. January 16 th was set as the annual meeting.
XI. Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn at 12:30 p.m. (Speck/LoDico) approved unanimously.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
Saturday, September 19, 2009
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Brad Grassmick, Larry Hansz, Pete LoDico, Rick Speck, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director
Absent: Jean McDonough, Sarah McCafferty
Guests – Elaine West, Bill Cashman, Angel Welke, Joan Vyse
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members present, and guests in attendance.
• Introduction Martha Lancaster, Executive Director, Char Em United Way.
Donna Kubic introduced Martha Lancaster, Executive Director, Char Em United Way . Donna report that 14 island residents have had physicals, EKG's and blood work done with the grant funds. Donna said, thank you again for granting these monies to encourage people who would not have come into the clinic for routine care in these hard times. Martha introduced a video which explained the mission of Char Em United Way .
III. Review, revisions to agenda
No revisions
IV. Review, revisions and approval of minutes
Motion to approve the minutes of the July 18th and August 28 th , 2009 Board Meeting as presented (Grassmick/Hansz) approved unanimously.
V. Financial
A. Financial reports presentation & discussion
Rick Speck reported on the financial statement. Overall budget is below by 7% or 8%.in expenditures from what is budgeted for spending. There is a discrepancy in the reporting of patient revenue on the handout. Mary Cook uses the accrual system. Patient income is overstated and is at $114,449 and not $135,000.00 as presented. Motion to approve Financial Report (Cook/Grassmick) approved unanimously.
VI. Committee Reports
A. Legislative Committee Report
Sandy Birdsall reported the Legislative Committee met once and discussed:
1) What is would take to become a FQHC. 2) EMS ambulance charges,
3) Higher billing at the health center for stabilizing procedures and 4) developing a network of island representatives.
B. Building Maintenance
Denny Cook informed the board that the automatic reset for the electric did not work and Gerry had to reset the controls in the ceiling again. Mike Deuhr came and indicated that this should not happen again. The main air conditioner unit was out for a few months. Roberts John's service repaired the unit. Don Spencer reported that 7 of the 8 windows down the middle of the building have failed. The windows have a 10 year warranty but the labor is not included. An estimate of $1,600.00 to replace the 7 windows has been received. Motion to authorize the Maintence Committee to proceed with replacing all 8 windows. (Hansz/Wojan) approved unanimously. One window in the Community Center Room also will be replaced.
VII. Operations Report
A Summary of Activities, Statistics . Donna Kubic's operational report is attached.
VIII New Business
• Sarah McCafferty resignation
Connie Wojan praised Sarah's performance as a board member recognizing her excellent meeting attendance and willingness to volunteer for board projects. Motion to accept letter of resignation from Sarah McCafferty with regret. (Hansz/Grassmick) unanimously approved. Connie mentioned this now puts the board at a nine, its minimum as specified in the by-laws.
• Officer Nominating Policy
There was a discussion of the Nomination of Officers policy written by Larry Hansz. Motion to adopt the Nomination of Board Officers Policy with Choice A under procedure:" The President of the Board will appoint a nominating committee consisting of at least two current Board members. (LoDico/Hansz) unanimously approved.
• Explore further affiliation with NMRH
There was a discussion about approving the agreement with NMRH. (copy attached). The board agreed to approve the agreement as presented with the following modifications:
The Parties agree to proceed with the goals of: (A) determining whether the Potential Affiliation should occur, and
Presenting their findings
making recommendations to their respective governing bodies in that regard no later than March 20, 2010 October 31, 2009 ; and ( B) if the Parties determine that the Potential Affiliation should occur, reaching agreement as to the terms of the Potential Affiliation and consummating an arrangement not later than December 31, 2009.
2. Term of Agreement. This Agreement shall remain in effect until March 20, 2010 November 30, 2009 unless extended by mutual written agreement of the Parties; provided, however, that either Party may terminate this Agreement, with or without cause, or such termination shall be effective immediately upon receipt of written notice of termination by the other Party.
Motion to accept Agreement to Explore Potential Affiliation with changes (Grassmick/Hansz) unanimously approved. The board then discussed the membership of the task force committee specified in the agreement. It was decided that it should have a total of seven members as follows: Don Spencer, Larry Hansz, Sandy Birdsall, Brad Grassmick and Donna Kubic as Chair, and two members from the community, Anne Glendon and Angel Welke. Denny Cook and Jean McDonough were appointed as alternates. Denny Cook brought up the issue that three veteran members of the board would be term limited off the board before the agreement was finished. The board decided to consider the issue of modifying the by-laws to allow these board members to stay on the board beyond January 2010 at the November Meeting.
D. Fund raising Suggestion
Tabled to the next
IX. Old Business
A. Recruitment of New Board Members
Larry Hansz reminded the board again to solicit new board members.
B. Raffle Update
Connie reported the car raffle made $24,000. 28 less tickets were sold but the car was less costly. Connie mentioned Sally Loundsberry, Joe Reed, Lenore Jacobson and Rod Nackerman helped to sell tickets. Sandy Birdsall and Lenore made phone calls to people at this last minute reminding them that had not purchased a ticket.
C. Update Charity Golf Outing
Sandy Birdsall reported on the Charity Golf Outing. $6,400 was made. Individual thank you letters were mailed out. John Works has indicated he would like to host another charity golf outing next year. Connie thanked Sandy for her work on this successful event.
• Policy on posting unapproved minutes
Motion to rescind prior action and to send unapproved minutes to Joe Moore for publication on his website on the date the Open Meetings Act requires them to be available electronically by pdf file. (Birdsall/Spencer) unanimously approved.
X. Next Board Meeting dates
November 21, 2009
XI. Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn at 12:30 p.m. (Spencer/Cook) approved unanimously.
Respectfully submitted, Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
Present— Board Members — Denny Cook, Brad Grassmick, Larry Hansz, Pete LoDico, Sarah McCafferty, Rick Speck, Don Spencer, Connie Wojan
Staff— Donna Kubic, Managing Director
Absent: Sandra Birdsall, Jean McDonough
Guests — Anne Glendon
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:00 AM, welcoming all board members present,and Anne Glendon.
II. Review, revisions to agenda
Larry Hansz requested under Old Business (E) Recruiting of New Board members to be added.
III. Review, revisions and approval of minutes
Motion to approve the minutes of the May 16, 2009 as presented (Grassmick/Hansz) approved unanimously.
IV. Financial
A. Financial reports presentation & discussion
Rick Speck reported on the financial statement. Overall budget is below by 7% or 8%.in expenditures from what is budgeted for spending. Motion to approve Financial Report (Spencer/Grassmick) approved unanimously.
B. Approve Budget
Rick Speck reported on the 2009/10 Budget which will be distributed to the townships prior to August 1st. Pet gas is being budgeted to come in lower than last year. The finance committee is confident the budget can be balanced without cutting services at this time. $5279 may have to be taken out of the Special Projects Fund. The monies from the State are not included as they may not be available due to the economic status of the State. Because of the decline in the stock market, no monies from the Endowment Fund are included in the 2009-2010 budget. We will not receive the $11,000 Universal Services Grant for the T-One line because of the new contract with Central Solutions. Health insurance cost is down because of the Health Savings Plan and we are suspending continuing education at this time. It is projected that operations will get through the next few years without spending a large amount of monies from the Special Projects.
Don talked about doing an exercise with Donna cutting $15,000, $50,000 and $100,000 from the budget. Don also referred to the Total Charge and Encounter Comparison report that shows that, although we are $24,000 under billing from 2007, we are tracking with 2008. Motion to approve draft budget (Spencer/Grassmick) approved unanimously.
V. Committee Reports
A. Executive Committee Report
Covered above
B. Finance Committee Report
Covered above
C. Resource Development and Marketing Committee Report
Connie Wojan distributed minutes (attached) from the July 16, 2009 meeting of the Resource Development and Marketing Committee. Connie encouraged the board to do their best to promote the golf outing. Sandy, Frank and Buck Ridgeway are looking for door prizes. All board members are encouraged to help August 23rd. Raffle tickets are moving slowly. The last couple of days before the car raffle drawing, Connie needs additional help to call on people who have not purchased tickets. Anne's recognition will be postponed to later in the meeting.
D. Legislative Committee Report
No report, has not met to date
E. Medical Services & Quality Assessment & Performance Improvement Committee Report
No report, has not met to date
F. Building Maintenance Committee
Denny Cook reported that in his absence Don Spencer has talked to Robert Gillespie regarding a cracked window in the Community Room. Thursday Robert will bring the person who installed the glass to see what can be done and also check the windows in the hallway ceiling.
VI. Operations Report
A Summary of Activities, Statistics. Donna Kubic operational report is attached.
VII New Business
A. Sliding Fee Scale
Connie Wojan reported on a comment from a resident regarding lack of community knowledge about the Health Center 's sliding fee scale. Donna Kubic mentioned the information is posted in the waiting room. Anne Glendon suggested that at her doctor's office a hand out is presented to each patient that includes information about all payment options, thus informing patients without embarrassment. Donna will develop a form to be passed out to patients, which includes information on the availability of the sliding fee schedule.
B. Officer Nominating Process
Larry Hansz inquired about the lack of guidelines or a policy regarding the nomination of board officers. Board members agreed this was a helpful suggestion and Larry offered to write a proposed policy for the board to review at the September 19th meeting.
C. Policy on Posting Unapproved Minutes
After much discussion, Motion was made not to post unapproved minutes until the minutes are approved at the next regular board meeting (Hansz/Grassmick) approved unanimously.
D. Update on Charity Golf Tournament, August 23rd
Sandy Birdsall distributed a flyer (attached) for the Charity Golf Outing and Picnic. As mentioned in the Resource Development Committee Report, board members are all encouraged to help that day or recruit a team to play golf.
E. Appointment of representative to BI Human Services Commission
Peaine Township has passed a resolution supporting the BI Human Services Commission to be developed and St. James is to follow. The townships will appoint someone to be a representative from each township. Motion was made that Donna Kubic be the representative to BI Commission from the Health Center . (Grassmick/Hansz) approved unanimously.
VIII. Old Business
A. Status of State Funding
Don mentioned Senator Allen has asked Senator Roger Kahn, Chairman of the Subcommittee on Community Health, for $200,000, for the three islands. Whether or not the appropriation goes through should be known by the August or September.
B. Filling Opening on Board
Denny Cook brought up the point that 11 was a large number of people to be on the board and maybe the board should think about not replacing a board member and down sizing the board. Sandy Birdsall commented that a greater number of members brought in more ideas and expertise. Larry Hansz felt it is each board member's responsibility to seek out new board members and invite them to come to board meetings as part of the public. For the next board meeting it was decided to e-mail Donna a list of possible candidates for the board, or individuals willing to serve on a committee. A selection committee could then be formed to select a new member.
C. Insurance Committee
It was decided that, rather than form another committee, Donna should ask Northern Michigan Regional Hospital 's experts if we have the appropriate policies in place and if the Health Center 's coverage is adequate.
D. Update on Senior Housing
Pete LoDico indicated $77,000 is needed to complete the project. A copy of a solicitation letter was included for the board to read. Suggestions were made to include language in the letter stating that, if the grant monies were not received, donations would be refunded.
E. Recruitment of New Board Member
Addressed under VIII Old Business (B) Filling Opening on Board
Connie Wojan spoke about Anne Glendon's accomplishments:
Anne served on the board for 8 years. She played a key role in drafting many important documents and policies essential to the great progress the Health Center has achieved. Examples include: The Beaver Island Medical Care Assessment, a report which was crucial in securing 1.5 million in state funding for the new Health Center building and the Capital Campaign Policy which outlined the process by which the BIRHC Endowment would grow from $100,000 in 2003 to almost a million today. In partnership with Don Spencer and Bill McDonough Anne has repeatedly lobbied our state legislators to restore operational funding to the Health Center . Those efforts, which included many trip to Lansing at her own expense, resulted in several grants from the Michigan Department of Community Health that totaled $45,000. It was Anne who taught her fellow board members how to polish the content and format of the Health Center 's Annual Appeal letter. In the early days she did most of the work involved in putting out this 1000 piece mailing herself. Under her supervision, the balance in the Special Projects Fund to which most of the Annual Appeal donations rose from $12,500 in 2000 to over $100,000 today. While urging others to support the Health Center , Anne has always set a personal example of generosity has her and husband Paul's membership in the Legacy Tree Society attests. The peak of Anne 's commitment for the BIRHC came during a period of historic transition in 2003-2004. Despite the fact that she lived off island and was working full time as her consulting business, Anne never missed a monthly meeting and constantly did all she could from home to support her fellow board members. During this demanding period of time she proved herself to be a fearless agent of change. New and veteran members alike highly respect Anne's writing skills and knowledge of governance best practices. Most recently she was one of the leaders in the completion of the latest BIRHC strategic plan. In recognition of all these contributions and many more unmentioned, the Board will award a plaque and elect her Board Member Emeritus for life. The entire BIRHC Board looks forward to having continued access to Anne's wisdom as she has agreed to serve on board advisory committees after her retirement. On behalf of everyone at the Health Center , Anne, thank you for leaving it so much better and stronger than you found it.
This plaque is presented to: Anne Glendon
In appreciation for eight years of dedicated service to the Beaver Island Rural Health Center . Thank you for the indispensable role you played in making it financially stronger today than at any time in its fifty-year history. Presented July 18, 2009
After receiving her award Anne made the following statement:
“The past 10 years of working with the Health Center have been personally challenging and rewarding. I've learned a lot about healthcare systems in general, and why our location demands that BIRHC must always be more capable than comparable facilities elsewhere. I also thank the Board and staff for many enduring friendships that were forged by working hand in hand to build the Health Center 's medical and operational capacity to deliver the healthcare services that the community needs. It's been a privilege to be a part of a great team that improved the Health Center 's financial stability, earning respect and support from the community as well as state and regional healthcare agencies. Although my board tenure is over, rest assured that I will always be a staunch supporter. I am more convinced than ever that the Health Center is a community cornerstone without which Beaver Island would be a very different, less desirable place to live. Imagine if families were unsure of the quality and availability of basic healthcare, like check-ups and immunizations for school aged children. How many parents would choose to stay here to work and raise their families? What about older and aging residents who need a variety of medical treatments simply to monitor chronic health conditions or avoid an emergency flight to the mainland? Think of the hard choices all residents would have to make if they couldn't count on care providers and staff to maintain best practices and stay on top of new treatment options. Indeed, without a reliable, well-equipped Health Center and highly trained professionals who do their jobs quickly and well, our island community would be seriously handicapped in attracting the kind of people who will cherish what we have and stay long enough to make it better with their own contributions. As the Board looks ahead, I urge you to resist the temptation of adopting a bunker mentality. Don't be satisfied with mere survival. Don't keep looking through the rearview mirror or ignore what is on the horizon. Instead, be alert to future trends so BIRHC can thrive regardless of economic or political realities. Now is the time to think
and manage strategically; to watch for opportunities that will improve the quality and variety of care; and, to seek out creative, mutually beneficial partnerships like those we've developed with Charlevoix, Munson and Northern Michigan Hospitals that will help us prepare for the future. I also ask that you be steadfast in seeking the very best care providers, administrative staff and board members – people like we have now, who make this a personal priority, who appreciate the values and idiosyncrasies of the island's diverse populations, and who treat everyone with respect and compassion, always mindful of their holistic healthcare needs. Finally, thank you for the beautiful plaque and for designating me as emeritus director for life – the first time I've been an emeritus anything! Please accept my heartfelt gratitude and best wishes for the future."
Don Spencer spoke of a report run by the billing company on what a change in status being owned by Charlevoix Hospital could do for the Health Center financially.
IX. Next Board Meeting dates
September 19, 2009
X. Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn at 12:45 p.m. (Wojan/Cook) approved unanimously.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
Items that Require Action
I attended the Char-Em United Fund breakfast June 18 th to receive the first $2000 if tge $6000 grant we were awarded. I will receive another $2000 of the monies in September and the final $2000 in November. Martha Lancaster, the Char Em Executive Director will be doing a Site visit on July 27th at 11:00 AM and would like to met some of the board members. Would any of the board want to come and meet Martha and thank her? She is planning on being at the clinic at 11 on the 27th .
Information was posted in both publications on the island and on both websites about the grant. I sent out 40 individual letters to uninsured individuals. I advertized the $6,000 grant in both newspapers, Joe's website did a video of me talking about the grant and encouraging residents to take advantage of it, and also posted the information on the Beaver Island Forum.
To date we have had 7 women and 6 men take advantage of the free physical, EKG and bloodwork. I expect when things slow down for the working people we will see more residents taking advantage of the offer.
Financial and statistical reports
As of the end of June, we have caught up in amounts billed in 2008. In May we were down $4000 in billing but then in June we were up $5000. Total patient count from last year is about the same at 712 compared to 2008 encounters which were 759.
Report—any new services of diagnostic capabilities
A copy of a letter in your packets from Ken Taylor informing you of a donation of $2500 to be used by management and staff for repairs, supplies, or equipment replacement. After much discussion, the staff decided to replace the PT/INR machine which the printer didn't work and use the old one as a back-up for home visits, and to buy and automatic blood pressure machine for the treatment room, a nebulizer, otoscope head, and LED Headlight.
The Boat Company donated the cost of bringing over the Chevy Cobalt which was $75.
Inform—about operational issues when appropriate
Father Tony Pelak from St. Michael's parish organized several pre-high school students to come to the island and do community work. These volunteers washed all the windows outside and inside at the Health Center . They were a group of well mannered, polite and courteous kids.
The health fair was cancelled due to the passing away of Winnie McDonough as everyone wished to attend the services. We have not rescheduled the fair to date.
Pete LoDico cleaned the carpets for no charge. We haven't had them done since moving in and what a difference. Thank you Pete!
Barb Berry, Pat Seagram and Jim Flikema from Northern Michigan Hospital visited the island June 25th with Don, Brad and Rick meeting with them.
Dr. Dave Wartinger, property owner on the island, who is employed by the University of Michigan did 12 men's screenings for prostate cancer and has indicated to me he is willing to come back in August, as we have 4 more men who couldn't arrange to take advantage of the July 8th screening. Dr. Wartinger is willing to meet with the care providers for in-services on men's health issues. I also received a grant from Great lakes Energy People's Fund Grant for $3,000, which will help pay for the PSA screening blood work we did for the 12 men who saw Dr. Wartinger.
Dr. Frasier, Medical Director for Munson Hospice conducted two pain management in services which I attended as did Hospice Helping Hands on June 16th and June 30.
A representative from the American Physician Assurance Corp. (the new facility insurance policy purchased, visited the Health Center . I spent 4 hours with her and have included the letter we received after her visit. We did very well, the letter reading "your practice appears to be functioning well with respect to your management of risk exposure, and commend you for your efforts to enhance patient safety. Four of the seven advisory recommendations pertain to telephone conversations and documentations. We do not receive any sample medications from drug representatives. I believe it's the 32 miles of water between here and the mainland. We will follow through on all suggestions and implement policies.
I was invited to attend Northern Michigan Regional Hospital 's Practice Forum for Managers Forum meeting on Wednesday. I met Moon Seagren, Northern Michigan Regional Hospital Foundation, Chief Development Officer, the head of Northern's recruitment department. Several new doctors in the area were introduced. The spine center talked about their facility. A new practice of internal medicine doctors talked about discounted prices for patients, not a sliding fee scale but discounted pricing and the practice is accepting new patients and they would act as the patients primary care physician. Northern has a new cardiac observation unit with four beds which will house a patient who has normal cardiac enzymes, and a normal EKG but tells an interesting story. The doctor is not feeling good about sending the patient on his way. They also received a Health Care Most Wired 2009 award.
Working with a doctor of one of our summer residents, I was able to secure medication for the care providers to allow a resident of the island to do a treatment for cancer during her stay here so she didn't have to travel back home.
BIRHC is subject to the open meetings act because of its agreement with the Townships.
Summary of Key Provisions of the Michigan Open Meetings Act
As to the health center, the law applies to a meeting composed of a quorum of the HealthCenter Board (6 members). The law does not apply to a social or chance gathering not designed to avoid the law.
Notification of Meetings: Within 10 days of the first meeting in each calendar or fiscal year, post a notice stating times, dates and places of regular meetings for year. (Also, send this notice to the townships and newspapers, radio or tv (if the newspapers, radios ortv request). If the schedule changes, within 3 days of the meeting date, post new notice of time, date and place.
Special Meetings, 18 hours notice posted before the meeting.
Written notice to an individual, organization by 1st class mail must be made to anyone who requests for a yearly fee to include cost of printing an postage.
Closed Meetings: May be called by a roll call vote of the members where 2/3 of the members vote for the closed meeting . (for BIRHC that is 8 members). The purpose of the closed session must be stated in the motion. Those purposes allowed which relate tohealth center include:
1. considering the dismissal, suspension, disciplining of or to hear complaints or charges brought against, an officer, employee, staff member or individual when the person who is subject of the complaint requests a closed hearing.
2. to consider the purchase or lease of real property
3. to consult with the attorney about a trial or settlement strategy in pending litigation, but only when an open meeting would have a detrimental financial effect on the body's position
4. to review the contents of an application for employment when the candidate requests confidentiality. All interviews for employment must be conducted in an open meeting.
Minutes: They must contain:
1. Time, date and place of meeting.
2. Members present and absent
3. a record of any decisions made and a record of all roll call votes
4. for closed session, an explanation of the purpose of the meeting
All minutes are public records and must be available for review and copying at the health center. Draft minutes must be available within 8 days after the meeting. Approved minutes must be available within 5 bsns days after the meeting.
5. Corrections must be available at the next meeting after the correction and must show the original copy and the correction
6. Minutes of closed meetings are not available to the public but must be kept for one year and a day after their approval.
Board of Directors Meeting unapproved Minutes
Saturday, May 16, 2009
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Larry Hansz, Pete LoDico, Sarah McCafferty, Jean McDonough, (via speaker phone), Rick Speck, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director
Guests – Don Vyse, Barb Murphy, Bill Cashman
Absent : Brad Grassmick
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 10:02 AM , welcoming all board members present, and on speaker phone.
II. Review, revisions to agenda
No revisions to agenda
III. Review, revisions and approval of minutes
Motion to approve the minutes of the March 21, 2009 as presented (Spencer/LoDico) approved unanimously.
IV. Financial
A. Financial reports presentation & discussion
Rick Speck reported on the financial statement. Employee expenses are at 49% of the budget. Bottom line is where it should be. Northern Michigan Regional Hospital is unable to lower the cost of insurance for the Health Center due to the insurance company's requirement for a
Financial affiliation between Northern and BIRHC for us to use their coverage. It was
suggested an insurance committee be formed. Patient revenue is behind 10% with July and August coming up being the busiest months. Motion to accept the financial report (Spencer/Hansz) approved unanimously.
V. Resource Development Report
A. Update on Early Bird Special/Schedule
Congratulations to Pete and Denny on 138 tickets being sold for the early bird special. Pete wanted the credit to go to Denny as he came up with the idea . Motion to have car out by Memorial Day beginning at the Shamrock (Cook/Spencer) approved unanimously. Drawing to take place on May 25 th at the Shamrock at 7:00 PM . Connie encouraged board members to attend.
VI. Operations Report
A. Summary of Activities, Statistics. Donna Kubic operational report is attached.
VII New Business
• Discussion of letter to PABI
Judy Gallagher joined the board meeting and read a letter addressed to Connie Wojan. After much discussion, Motion was made to accept this conversation as helpful and not to pursue fundraising discussion at board level with PABI or even at subcommittee level at this time. (Hansz/Cook) approved with one “No” vote. (Birdsall)
B. Discussion on Long Range financial stability
Don stated he directed Donna Kubic to come up with different scenarios if the budget was short $15,000, $50,000 and $100,000. At the next board meeting these scenarios will be shared with the board. A decision would have to be made by the board if monies would be spent out of the Special Projects Fund.
VIII. Old Business
• Status of State Funding
Don mentioned Senator Allen has asked Senator Roger Kahn, Chairman of the Subcommittee on Community Health, for $200,000, for the three islands. Whether or not the appropriation goes through should be known by the end of June. Northern Michigan Regional Hospital has also asked for appropriations in a different package. Motion was made to ask the townships to support a formal letter encouraging the funding (Speck/Spencer) unanimously approved. Pete LoDico volunteering to approach Phil Hoffman.
• Recruitment of new Board members
Larry Hansz voiced his concern about the transition of the board. The board had an opening, posted it and no one applied. He felt it is each board member's responsibility to seek out new board members and invite them to come to board meetings as part of the public.
• Committee Structure
Sandy Birdsall reported that nothing has been done with committees as chairman have not been appointed. Part of the goal of the committees is to grow new board members, new board members rise out of committees. It was agreed that by the next meeting all committees would meet before the next regular meeting and the chairman to give a report. The following committee appointments were made:
Medical Services and Quality Assessment and Performance Improvement Program Committee
Brad Grassmick, Chairman
Jean McDonough Sarah McCafferty Larry Hansz
Finance
Rick Speck, Co Chairman Don Spencer, Co Chairman
Resource Development and Marketing
Connie Wojan, Chairman
Sandy Birdsall Brad Grassmick Pete LoDico
Building Maintenance
Denny Cook, Chairman
Pete LoDico Don Spencer
Legislative
Sandy Birdsall, Chairman
Jean McDonough Brad Grassmick Sarah McCafferty
D. Correspondence McBride Letter
Connie Wojan reported the board received in their packets two letters, one from Mr. Kirk McBride, and the other from our attorney, Mr. Webb Martin. Kirk has asked that we read Kirk's letter into the minutes, which I will do. minutes.
However the letter you have before for you is not the first communication we have had from Kirk since January nor is it the last. So before I read his letter I will bring you up to date on the time that has been spent by me, Sandy Birdsall and Donna trying to prevent the legal expense of $140 per hour that had to be spent to reply to it.
About ten days after the meeting on January 31 st . We received a communication from Kirk about his concern about OMA allegations committed in connection with our January meeting. As I was just a few days into recovery from surgery at the time, Sandy was kind enough to compose an explanatory letter that I signed and Donna sent to Kirk along with the unapproved minutes of that meeting. Over the winter Donna and I had numerous contacts from Kirk pointing out that we were a month behind in posting our most recent approved minutes on the website and that the BIRHC minute book which is kept at the library for public use was incomplete. Every time Kirk asked for minutes we either emailed them to him or posted then to the website. In response to his point that the minute book at the library was incomplete Donna and I decided to post archived minutes on our website starting with all of 2008 and to date for 2009. Wepay someone from Central Solutions by the hour to post. After doing this I then received a request from Mr. McBride to go back through all of our minutes from January 2006 through the present and send him a list of all of our closed sessions, the dates of those sessions and the purposes of those sessions. Donna reviewed the 2008 minutes and reported to Kirk that we had no closed sessions in 2008. Concerned about burdening Donna further, I politely emailed Kirk that if he wished to research past year's minutes he was welcome to come to the Health Center and review the minute books kept here which are complete.
Shortly after that email I received the letter you have.
Last Wednesday evening I received another email from Kirk indicating that he had contacted Shirley Roloff and County Prosecuting Attorney John Jarema and included a forwarded response from Jarema stating that, from the information he was given, a procedural violation had occurred.
Before I read Kirk's letter I want to state publicly that due to an extremely unusual set of circumstances I did commit a couple of procedural OMA violations in connection with our January meeting. As Kirk points out that meeting was posted to begin at 10:00 AM and we convened at 9:30 . Additional errors were committed in conducting the closed session before 10:00am , in failing to take a roll call vote before entering closed session and include the purpose of the closed session in the minutes. These errors were mine alone as the board counts on me as President to be knowledgeable of and comply with OMA. I take full responsibility for all of them. I regret them because they blemish what was up to this point has been a perfect record of abiding by the Act despite Mr. McBride's many previous accusations to the contrary . As our attorney's letter shows, however, no damages resulted from these errors. In my opinion the letter of the law was violated but not the spirit because no decisions were made outside of the public, open session of our meeting.
Connie Wojan read Kirk's letter and letter from Webb Martin.
Kirk has requested that we acknowledge the violations that have occurred. I have done that. He also asks that we resolve this issue and by that I believe he means that we take steps to make sure violations do not occur again. I am confident that we can avoid making similar errors in the future for the following two reasons:
1) As I stated before a very unusual and unique set of circumstances precipitated the errors made at the January meeting. As you may remember we were finalizing two agreements the week before the meeting: Dr. White's contract and the letter of understanding with NMH. It was unclear until Late Thursday evening if Webb would even is able to finish Dr. White's contract in time to be discussed at the meeting: Hence the indecision about what time to convene. Additionally we had mandatory Annual Meeting business and the arrival of NMH officials at 11 am for a presentation. Finally, we had a party to prepare for at three that afternoon. I sincerely doubt that such a distracting set of circumstances will occur again.
2) The second reason I feel confident we can avoid future OMA errors is that I am recommending that we appoint a different board member to supervise our compliance with that law. I will be leaving the board in 9 months and it makes sense that I start easing out of some of the roles I have been playing.
I therefore suggest that Sandy Birdsall, as Board Secretary, and more importantly an attorney be assigned the role of monitoring the board's future compliance with OMA.
IX. Committee Reports
No committee reports at this time. Pete LoDico stated that John Works offered his golf course for a fund raising golf tournament for the Health Center . Sandy Birdsall volunteered to talk with John Works and to chair the event. It was suggested that we ask Frank Solle to co-chair.
• Next Meeting Date
July 18, 2009
• Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn at 12:35 p.m. (McCafferty/Spencer) approved unanimously.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
Board of Directors Meeting unapproved Minutes
Saturday, March 21, 2009
9:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Brad Grassmick (via speaker phone), , Pete LoDico, Sarah McCafferty, Jean McDonough, (via speaker phone), Rick Speck, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director
Absent : Larry Hansz
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 9:00 AM, welcoming all board members present, on speaker phone and guest.
II. Review, revisions to agenda
No revisions to agenda
III. Review, revisions and approval of minutes
Motion to approve the minutes of the January 31, 2009 Annual Meeting as presented (Spencer/McDonough) approved unanimously. Motion to approve the minutes of the January 31, 2009 closed session meeting as presented (Spencer/ Birdsall) approved unanimously.
IV. Financial
A. Financial reports presentation & discussion
Rick Speck reported on the financial statement. Insurance is over budget due to payment on the newly acquired facility insurance. Payment of $5100.00 was paid to Ron Harris for the audit. Motion to accept the financial report (Grassmick/Spencer) approved unanimously.
B. Audit
Rick Speck reported on the audit. No discrepancies were found. Cash at the end of the year was down $9,000.00. The trend is down on revenues $415,000 from $432,000 the year before. Expenses were kept in line . Motion to accept the audit as presented (Spencer/Birdsall) Approved unanimously.
V. Resource Development Report
A. Capital Campaign Income
Connie Wojan reported that the BIRHC would not be receiving any monies from the Charlevoix County Community Foundation from the Endowment Fund. Last year $41,000 was made available. Connie remarked we do have the monies in the Special Project Fund which can be used for operations.
VI. Operations Report
(See attached report) Motion was made to accept the non Discrimination policy as presented (Birdsall/Spencer) approved unanimously. Motion was made to execute the signing of the agreement for purchasing by Donna Kubic after receiving in writing from Northern there will be no attached fees (Spencer/Speck) approved unanimously.
VII New Business
• Website Upgrade
After discussion it was decided to pursue a link with CCCF without updating the BIRHC website. Motion was made to authorize Donna to spend whatever it takes to link to the CCCF website to enable donors to make contributions on line (Spencer/Wojan) approved unanimously.
B. Join Michigan Non Profit Association
It was decided that with our new affiliation with Northern Michigan Regional Hospital the Health Center would not join the Michigan Non Profit Association at this time. Don Spencer reported on a phone conversation he had with Joe Schodde of Charlevoix Hospital informing Joe of the partnering with NMRH and inviting Bill Jackson and Joe to attend a BIRHC board meeting, informing him of the board meeting dates.
C. New Auditor
Don Spencer began the discussion regarding solicitations for proposals for the upcoming 2008/2009 audit. Sandy Birdsall mentioned it was good business practice to change auditors every 3-4 years. Rick Speck indicated because of the need to file a 990 we do need an annual audit and to keep the Health Center 's 501c3 status. Motion was made to authorize Donna and Sandy to send out letters requesting bids for the next audit. (LoDico/Spencer) approved unanimously.
VIII. Old Business
• Update on Car Raffle
The early bird brochure will be e mailed to Bill Cashman to be printed. Drawing of the winner for the $1,000 early bird winning will be held at the Shamrock on May 25th. Pete LoDico said the car would be over in early May and housed by Joe Reed until displayed at McDonough's.
• Committees
The 2008 list of committees, were formed by a committee consisting of Sandy Birdsall, Brad Grassmick and Anne Glendon in accordance with the strategic plan. Jean McDonough suggested the Development Committee be combined with the Marketing Committee. Following is a list of committees and committee members. At the next meeting the committees will report back with suggested additional members which should include island residents. Larry Hansz was not present and will be asked to volunteer where his interests lie.
Executive
Serves as resource for staff on minor operational matters between meetings. Advises staff on what matters require a board decision. Is responsible for gathering relevant information for board decisions. As specified in the bylaws, this committee is made up of the officers of the board.
Connie Wojan Don Spencer
Sandy Birdsall Rick Speck
Personnel and Board Development
This committee was discussed and agreed upon as being an ad hoc committee under the Executive Committee. Develop and implement board succession and development plan, training for board members, and recruitment of new board and committee members. Review staff compensation and benefits develop strategies to maintain long term staffing and relationships with providers of professional staff to identify candidates and medical student interns.
Medical Services and Quality Assessment and Performance Improvement Program Committee (QAPI)
Develop and maintain relationships with hospitals and other medical facilities. Increase medical services on the island by specialists Increase wellness options for year round populations. Increase use of telehealth to reduce off-island visits to specialists. Promote awareness of hospital wish list.
Brad Grassmick Jean McDonough Sarah McCafferty
Finance
Prepares budget in consultation with appropriate staff members. As specified in by-laws, board treasurer is a member of this committee. Adopt a five year financial plan, obtain county federal funds, grants, pursue financial support from Charlevoix County , council on again and continue to promote township support.
Rick Speck Don Spencer
Resource Development and Marketing
Develop long term fund raising plan that includes planned giving program, appeals to corporations, utilities banks, coordinate fund raising events, annual appeal and planned giving.
Publicize fund raising, events, health center activities, “Brand” the health center, keeping the health center in the public eye in a positive ways, increase use of the center through promotions.
Connie Wojan Sandy Birdsall
Brad Grassmick Pete LoDico
Building Maintenance
Devise building maintenance plan. Prepare building maintenance budget. Compile a list of competent individuals and /or contractors to serve as resources for managing director when needs arise and who could do routine preventative inspections of building systems.
Denny Cook Pete LoDico Don Spencer
Legislative
Advocate for designation as a special emergency care facility, develop state wide advocacy capacity, deal with insurance issues (like ambulance transport), advocate for funds sought by finance committee. Work with the townships to develop a comprehensive island-wide disaster plan.
Sandy Birdsall Jean McDonough
Brad Grassmick Sarah McCafferty
The board unanimously agreed upon the structure of the committees listed above.
Structure: 2-3 board members per committee with three citizens (with potential to be board members) and former board members willing to stay involved. Committees must consist of less than a quorum of board members. If there are 11 board members this means no committee can consist of more than 5 board members. (Committees can have any number of non board members.) Committees meet to come with ideas / recommendations for action by the full board. Committees do not have decision-making power unless the full board votes to delegate the authority to make a specific decision to that committee .
C. Update on community survey
Sandy Birdsall reported on the results of the community survey. Of the 200 surveys distributed 62 were returned. Age bracket of those responding were 60 and over. Programs that were of interest were nutrition, weight loss and smoking cessation.
IX. Committee Reports
• Building Maintenance Status
Denny Cook reported Mike Deuhr and Donna got together to test the generator. Within a few seconds the generator came on and the lights in rooms 5 and 6 and the corridors were working. The project of having the handlers reset after a power outage or surge has been completed.
• Next Meeting Date
May 16, 2009
• Public Comment
There was no public comment.
XII. Adjournment
Motion to adjourn at 11:20 p.m. (McCafferty/Speck) approved unanimously.
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
Board of Directors Annual Meeting unapproved Minutes
Saturday, January 31, 2009
10:00 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Brad Grassmick (via speaker phone), Larry Hansz (via speaker phone), Pete LoDico, Sarah McCafferty, Jean McDonough, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director
Absent : Anne Glendon, Rick Speck (proxy given to Connie Wojan)
I Call to Order & Welcome
Connie Wojan called the meeting to order at 9:30 AM, welcoming all board members present. Motion to approve the minutes of the November 22, 2008 Board Meeting as presented (Spencer/LoDico) approved unanimously.
II Review, revisions to agenda
It was determined that the meeting time changed to 9:30 AM from 10:00 AM and had not been noticed to the newspapers or public. The Board unanimously agreed to go into closed session at 9:30 AM to discuss renewal of Dr. Wendy White's lease agreement with no action to be taken until the regular meeting and resume the regular Board Meeting at 10:00 AM.
Call to order of regular meeting at 10:00 AM
III Review, revisions and approval of minutes
The board unanimously reaffirmed the earlier motion to approve the minutes of the November 22, 2008 Board Meeting.
IV Old Business
A. Decision on vehicle purchase for next raffle
Connie Wojan thanked Pete LoDico, who was able to get a great price on a Chevy Cobalt. Motion to approve the purchase of the Chevy Cobalt for the raffle (Spencer/McDonough) approved unanimously. Denny Cook and Pete LoDico presented the idea about early sales of tickets for the Chevy cobalt. It was decided to mail out brochures to those who have purchased tickets for the past three years, increase the amount of tickets sold to 600 and set the advance cash price prize at $1,000. Denny Cook will investigate whether two raffle licenses will be needed. Thanks went out to Connie Boyle for creating the brochure to be mailed. Thoughts were to mail the brochures out in March selling advance tickets with a cutoff date the end of May, for the $1,000 early bird prize. Motion was made to authorize Denny Cook to move forward with the early bird special raffle idea (Spencer/McCafferty) approved unanimously. Bill Cashman volunteered to assist with the printing of the brochures.
V New Business
• Outreach Plan
Larry Hansz reported on a conference call with Kathy Garthe of Munson Hospital . Sandy Birdsall, Don Spencer, Connie Wojan and Donna Kubic spoke with Kathy who along with the CEO of Munson Hospital both agreed to encourage BIRHC to pursue an investigative relationship with NMRH and why it would be an excellent opportunity. Kathy indicated Munson is not in the business of supporting clinics. A relationship with Northern Michigan Regional Hospital would not preclude any request in the future for help from Munson Hospital and would not affect our existing relationship mainly Remec and Hospice. Patients leaving the island for extended care will continue to be transported to the appropriate facility.
VI Approval of Contract with Dr. White
Dr. White agreed to let the Health Center use part of room 125 on the floor plan for storage. In the future a door could be added so the staff of the BIRHC would not have to access Dr. White's part of the space. ( Motion to approve Dr. Wendy White's lease agreement with additions of a two year contract, bi annual window washing and an agreement to allow the use of part of room 125 for storage) Spencer /LoDico approved unanimously.
Jerry LaFreniere came to the meeting to explain the problem of the water softener which has broken a seal for the second time. It was decided to leave the water in by-pass mode to investigate as to whether or not a softener is actually needed. John Robert Service has received quotes from two different companies which were presented. A decision will be made at a later date as to replace the unit or not.
F. Presentation by Northern Michigan Regional Hospital
Tom Mroczkowski, CEO of Northern Michigan Regional Hospital, Jim Flikema, Senior Director of Professional Services and Rod Nelson, CEO of Mackinac Straits Hospital arrived to speak to the Board. Tom Mroczkowski and Jim Flikema together addressed the board about the mission of NMRH and how the proposed Memorandum of Understanding finalized by Webb Martin and NMRH attorney fits into their vision. Rod Nelson sited how Mackinac Straits Hospital and Mackinac Island clinic have prospered because of the help of NMRH. A needs list has been developed by BIRHC and NMRH is eager to assist in providing guidance and support with their expertise. NMRH shared their Regional Strategic Plan and this will be distributed to the board . (Motion was made that we authorize the execution of the Memorandum of Understanding and develop the task force outlined in the memorandum with a due date of May 1 st ) (Spencer/LoDico) approved unanimously .
Don Spencer suggested developing a task force, which would consist of members from BIRHC and NMRH. The two task forces would prioritize the needs list and set out to accomplish them and propose any further affiliation agreements needed. It was decided Donna Kubic, would be the team leader, Sandra Birdsall, Larry Hansz, Jean McDonough, and Don Spencer would serve on the committee. A status report will be given at the March Board Meeting.
Connie Wojan will approach Webb Martin regarding the question of BIRHC liability for injury caused by Jessica Carden and Tamara Graf and any other outside providers utilizing the facility at our request and whether they should be covered under the BIRHC malpractice insurance policy .
C. Election of Officers
Connie Wojan thanked Denny Cook and Pete LoDico for surveying everyone in preparation of the election of officers. Pete and Denny recommended the Executive Committee as follows:
• Connie Wojan President
• Don Spencer Vice President
• Sandra Birdsall Secretary
• Rick Speck Treasurer
(Motion was made to submit these names in nomination for officers (McCafferty/McDonough) approved unanimously .
Board Committees:
Sandy passed out the suggestions for board committees to be formed by the Committee of Brad Grassmick and Anne Glendon and Sandy. The committees were designed to meet the goals of the BIRHC plan developed in the fall. She mentioned community members should be added to the committees along with the board members. Suggestion was made to add a maintenance committee. The Board was asked to review the committees and send in any comments they have. Committees should be established at the next meeting.
E. Election of Anne Glendon Board Emeritus
Connie Wojan requested a motion to name Anne Glendon as Board Emeritus. Motion to elect Anne Glendon as Board Member Emeritus for life for her tremendous contributions for the last 10 years. (Wojan/McDonough) approved unanimously .
VII Next Meeting
March 21, 2009
VIII Public Comment
No public comment
IX Adjournment –
Motion to adjourn at 12:50 p.m. (Cook/LoDico) approved unanimously .
Respectfully submitted,
Connie Wojan, President Sandra Birdsall, Secretary Donna Kubic, Managing Director
BEAVER ISLAND RURAL HEALTH CENTER
Board of Directors Approved Minutes
Saturday, November 22, 2008
9 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Anne Glendon, Brad Grassmick, Larry Hansz, Pete LoDico, Sarah McCafferty, Jean McDonough (via speaker phone), Rick Speck, Connie Wojan
Staff – Donna Kubic, Managing Director
Absent : Don Spencer
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 9:00 AM, welcoming all board members present and guest.
II. Review revisions to agenda
No revisions to the agenda.
III. Review and approval of minutes
Motion to approve the minutes of the September 20 th , 2008 Regular Board Meeting and the October 8 th Special Meeting as presented (Grassmick/Birdsall) approved.
IV. Financial & Utilization Reports
A. Financial reports presentation and discussion
Rick Speck reported on the financial income statement.
Revenue for fiscal 2008 was less than projected. Expenses were also less than projected. The $15,000 matching funds for the x ray grant has not yet been paid out and will be carried forward. Motion to accept financial report (Grassmick/Glendon) approved .
V. Resource Development Report
A. Annual Appeal Letter
Anne Glendon reported that the annual appeal letter had been sent out. Connie Wojan recently received a check in the amount of $1,000 from an anonymous donor. Bob Tambolini will not be retiring and will continue to work with the Charlevoix County Community Foundation. This is good news as Bob is a champion of the Health Center . Plans can move forward to have Bob help with planned / bequest giving in the future. The Special Projects Fund has not lost money due to market conditions but the Endowment fund was down 15% at the end of September and is expected to be substantially lower on the next statement.
B. Projected Endowment Income for 2009
Connie Wojan indicated that it was likely that no investment income would be available in 2009 from the Endowment Fund. This lack of investment income will leave a sizeable deficit in the budget.
C. Christmas Cards
A list of people who should be sent BIRHC Christmas cards was circulated for suggested additions from board members present. Connie indicated this was an important way of saying thank you to all who have helped in the past.
VI. Operations Report
• Donna Kubic reported that total charges and encounter comparisons show that $2,135.62 less was billed out in September 2008 versus September 2007. Almost $1,000 less was billed in October 2008 compared to October of last year. In fiscal year 2007-2008 we billed out a total of $54,612 less in claims than in 2006-2007. Now that we have a second provider things may improve. A breakdown of accounts receivable shows 26% BCBS, 11% Medicare and 27% Medicaid.
• Our new billing program reflects encounters per provider that Donna will use now that we can obtain the data. Previously, Betty would manually count patients and this number is very inflated because it includes blood draws, B/P checks, flu shots, injections, immunizations that don't reflect true encounters billed. The new software will give us more accurate numbers by provider including Dr. Newcomb and Dr. Mann.
• Chris VanLooy just finished working a week enabling Sue to take another week of vacation. Chris did 3 physicals while she was here. She will be back Tuesday and plans to be here permanently around Christmas. She will continue to work at the Health Center during December.
• John Martin and Molly Resnik donated $2,000 back to Health Center from the SUV raffle.
• 42 community surveys have been returned.
• Joe Schodde, CFO, Charlevoix Area Hospital has been in contact with Donna to plan implementation of the second half of the USDA grant which will be telecommunications. Sue, Chris and Donna are now able to view x rays taken and print out reports on their own computers.
• Donna reported on the goals she has set for herself for 2009. She stated that she agreed with the Strategic Plan and will do her best to accomplish these goals in 2009.
VII. New Business
Connie reported that a meeting between Don Spencer, Connie Wojan, Bill McDonough, Donna Kubic and Thomas Mroczkowski, CEO Northern Michigan Hospital, John Kohler, Treasurer of the Board of Directors of Northern Michigan Hospital, Dr. Kal Attie, ER Physician Northern Michigan Hospital, Rod Nelson, Mackinac Island Ron Mitchell, Mackinac Island , and Jim Haveman took place on November 14 th . Rod Nelson of Mackinac Island has developed a close relationship with Northern Michigan Hospital and the purpose of the meeting was to discuss what relationship could be cultivated between NMH and the Beaver Island Rural Health Center .
No commitments were made at the meeting. Examples of possible opportunities might be electronic medical records, IT help, training opportunities, purchasing, and maintenance. Several board members expressed the strong opinion that in the future, all board members should be informed in advance of meetings of this importance.
B. Report on Meeting with Senators
Connie Wojan reported on a meeting with Senator Jason Allen, Richard Richardson, and Jim Barcia, Don Spencer Connie Wojan and Donna Kubic. At the meeting Don Spencer presented the concerns and needs of the Health Center . The Senators seemed genuinely surprised about the lack of funds from the state during the past few years. The Senators seemed hopeful about the passage of a yearly $33,000 fund appropriation.
C Advertize for replacement for Ann Glendon on Board
Anne Glendon's term expires in January. All officers will be up for reelection at that time. Sandy Birdsall will place an article in the newspapers soliciting a new board member with expertise similar to Anne's.
VIII. Old Business
A. Liability Insurance
Motion to go forward to purchase 1 million/4 million-facility insurance for a yearly premium of $11,434.00 (Cook/Glendon) approved.
• Community Survey
42 surveys have been collected to date. Results will be tabulated later when more surveys are received. At January's meeting a preliminary report will be given.
• Strategic Plan Update
It was decided to send a specific thank you letter to plan facilitator Pete Plastrik, something he could use in marketing his business. Brad Grassmick volunteered to compose a draft letter. It was suggested that an abbreviated form of the newly adopted strategic be placed in the newspapers. Motion was made to accept the Strategic Plan as presented as a work in progress (Grassmick/Birdsall) approved.
• Physical Plant Sinking Fund Policy
There was discussion concerning the Physical Plant Sinking Fund Policy composed by Larry Hansz. The board agreed that the fund should be held in a separate account such as a money market account or CD. It would be a restricted fund. Motion to accept the Physical Plant Sinking Fund Policy as written by Larry Hansz with amendments (Cook/LoDico) approved.
• Decision on vehicle purchase for next raffle
The Board tabled the topic until the January meeting because more attractive pricing may be available at a later date due to the automaker crisis. Selling tickets ahead of time might be an option for people who are not residents of the island and who may not be on Beaver Island during the summer. Printing 600 tickets next year instead of 500 was also discussed.
• Welcome Party for Chris
Larry Hansz has spoken with Ray Cole about hosting the welcome party for Chris VanLooy at the Beaver Lodge. Ray indicated appetizers could be brought in or catered and a cash bar could be available. December 20th is the tentative date if Chris is available.
IX. Committee Reports
A. Building Maintenance
Denny Cook reported Mike Duehr should have the parts by November 5 or 6 th and is still waiting to correct the problem of fans not resetting when there is a power surge.
X. Meeting Dates for 2009 Motion to set January 31 st as the Annual Meeting and set other 2009 regular meetings for January 31, March 21, May 16, July 18, September 19 and November21 to begin
10:00 AM (LoDico/Hansz) approved.
No public comment
XII. Adjournment –Motion to adjourn at 11:35 a.m. (Glendon/LoDico) approved.
Respectfully submitted, Connie Wojan, President Anne Glendon, Secretary Donna Kubic, Managing Director
BEAVER ISLAND RURAL HEALTH CENTER
Board of Directors Approved Minutes
Saturday, September 20, 2008 9 AM BIRHC Community Room
Present – Board Members – Sandra Birdsall, Denny Cook, Anne Glendon via speaker phone, Brad Grassmick, Larry Hansz, Pete LoDico, Sarah McCafferty, Jean McDonough, Don Spencer, Connie Wojan
Staff – Donna Kubic, Managing Director Absent : Rick Speck
I. Call to Order & Welcome
Connie Wojan called the meeting to order at 9:00 AM, welcoming all board members present and guest.
II. Review revisions to agenda
No revisions to the agenda.
III. Review and approval of minutes
Minutes of the Special Meeting held on August 4 th were corrected to read, “Larry Hansz rejoined the meeting “under V. Community Survey section” and not VI. Strategic Planning Goals section as stated. Motion to approve minutes of August 4 th special meeting with corrections and regular board meeting of July 19th, 2008 as presented (Grassmick/Spencer) approved.
IV. Financial & Utilization Reports
A. Financial reports presentation and discussion
Don Spencer and Donna Kubic reported on the financial income statement. There was nothing out of the ordinary to report. Don mentioned that a $1000 control needed to be ordered for the boiler. Donna drew attention to the fact that patient revenues were down and will report on that in the operations report. Motion to accept financial report (Spencer/Grassmick) approved .
reported under utilization reports
V. Resource Development Report
A. Art Auction Update
A high bid of $1100.00 was made on the Mary Blocksma commission. Ray Cole paid Mary Blocksma $1200.00 for the service.
B. Dinner at Nina's
The dinner at Nina's was well promoted by Anne, Brad and Leonor Jacobson. A check for $3,388 was received from the Lodge, in addition, $2,000 in checks made out directly to the Health Center were received, which resulted in about a $5,000 profit to the Health Center . Connie Wojan and Donna mailed thank you letters to all those who contributed to the dinner. Connie Wojan stated we are using summer fundraiser monies to pay bills.
C. SUV Update
415 SUV raffle tickets were sold this year, plus $200.00 in donations compared to 475 last year. Connie thanked all who helped make the raffle a success, especially Pete Lo Dico. Pete deserves a tremendous amount of credit. There was discussion about which type of vehicle would be purchased for next year's raffle. Suggestions were a hybrid or an electric car.
D. Income from Endowment Fund
Anne and Connie are working on the Special Projects letter to be mailed the end of October.
Motion was made to take $41,030 interest from the Endowment Fund and place it into the Special Projects Fund (Glendon/Grassmick) approved.
VI. Operations Report
A. Summary of Activities, Statistics
Reported under C. Utilization Reports
B. NP update
Reported under C. Utilization Reports
VII. New Business
No new business reported.
VIII. Old Business
A. Budget for Building Maintenance
It was agreed to set aside $10,000 a year, possibly in April when the cash flow is good, into a separate money market account for major building repairs. Larry Hansz offered to write a Building Maintenance Fund permissible spending policy. Motion to place $10,000 in a money market account with the CCCF in March or April 2009 (Hansz/Cook)) approved.
B . Community Survey
Sandy Birdsall stated the community survey would go out in the Northern Islander's November issue. Motion to go ahead with sending out the Community Survey (LoDico/Grassmick) approved . Sandy also offered to do some marketing publicity advising residents of flu shots and services of the Health Center .
• Strategic Plan Update
Draft three of the Strategic Plan to be discussed at the November 22, 2008 board meeting.
IX. Committee Reports
A. Building Maintenance
Denny Cook reported Mike Duehr should have the part to correct the problem of fans not resetting when there is a power surge early next month and the work should be completed.
X. Next Meeting
The next meeting will begin at 9:00 AM on November 22, 2008
XI. Public Comment
No public comment
XII. Adjournment –
Motion to adjourn at 9:50 a.m. (Glendon/Spencer) approved.
Respectfully submitted,
Connie Wojan, President Anne Glendon, Secretary Donna Kubic, Managing Director