BOCC Special Meeting 04/11/08 Print
Board of Commissioners - Minutes


SPECIAL MEETING – April 11, 2008




Vice-Chairman J.W. “Kirk” Kirkpatrick, III convened a special meeting of the Haywood County Board of Commissioners at 1:45 p.m. in the County Commissioners’ Meeting Room at the Haywood County Justice Center, Waynesville, North Carolina, with members Vice-Chairman J.W. “Kirk” Kirkpatrick, III, Commissioners Mary Ann Enloe, Charles “Skeeter” Curtis and Bill L. Upton present. Staff members present were County Manager David B. Cotton and Assistant County Manager Marty Stamey.


Absent: Chairman Larry R. Ammons.


Pledge of Allegiance


Vice-Chairman Kirkpatrick led the Pledge of Allegiance.


RECEIVE Report AND UPDATE FROM Haywood Regional Medical Center Representatives


Al Byers, Interim Chief Executive Officer (CEO) for Haywood Regional Medical Center (HRMC) approached the Board. Mr. Byers shared that the hospital authority board of commissioners has selected a CEO search firm, McCallie and Company, from Charlotte, North Carolina. The search committee members were appointed, Glen White, Mark Clasby, Richard Steele, Jim Stevens, Larry Ammons, Phyllis Prevost, Frank Power, Shannon Hunter, Francis Owl Smith, Michael Pass, Jill Brunette and Johnny Sue Frak. The annual board meeting will be held April 29th, at 6:00 pm, at the Health and Fitness Center.


Mr. Byers presented the draft of the communication plan. This plan is to determine the key messages from HRMC. The goal is to have the final plan available for the hospital authority board of commissioner’s approval by June 27th, 2008.


Mr. Byers stated that he has been meeting with hospital employees to discuss their concerns about HRMC. This week Mr. Byers met with twelve employees from the clinical areas. During this meeting, Mr. Byers asked two questions, 1) What can we do to make this place a better place for our patients and, 2) what can we do to make this place a better place for employees to work. The twelve employees were chosen at random with no supervisors included. Mr. Byers stated that this type of meeting is scheduled routinely for Wednesdays. Issues of concern that were discussed were the patient/nurse staff ratio, the excess paper work, and teamwork and accountability. When a patient is admitted into the hospital they are asked questions that are repeated throughout the hospital departments. It appears that much information about a patient is repeated and could be avoided by collecting the information electronically. Mr. Byers explained that these discussions are kept confidential. A summary of the meetings will be presented to the general employees after three sessions.


Mr. Byers stated that HRMC will need to draw from their reserves in order to make payroll. The flexible staffing plan has been in place for many years. Part of this plan encourages employees paid time off (PTO). The employees are paid, but do not work. This method reduces the amount from the balance sheet as a liability. Voluntary time off without pay is another option for employees.


Vice-Chairman Kirkpatrick inquired as to the length of time until the hospital uses the reserves. Mr. Byers explained that the normal payroll is approximately $1.3 million every two weeks. That amount has been reduced to $1.1 million. If payroll could be lowered approximately twenty percent, HRMC could carry the hospital six to eight weeks.


Commissioner Curtis inquired as to the communication plan and if the emergency room physicians and staff would abide by the same communication procedures. Mr. Byers confirmed that the communication plan is for the organization as a whole and the emergency department would abide by the procedures.


Commissioner Curtis requested a review of the time frame of the Centers for Medicaid and Medicare services (CMS) survey. Mr. Byers explained that the anticipated timeframe for the CMS inspection begins with the initial survey. The initial survey reviews items that HRMC was found to be out of compliance and will require approximately two days.  Upon successfully passing the initial survey, CMS will advise HRMC that they are in a period of reasonable assurance. According to the regulation, the period of reasonable assurance normally lasts from thirty to 120 days. The office in Atlanta, Georgia, has the right to either shorten that time period or lengthen that time period, based on the results of the first survey. Mr. Byers stated that because the action plan is so well written, it is expected that the time period will be shortened for HRMC. The final survey will be a full survey and everything in the building will be reviewed. Mr. Byers confirmed that the hospital is prepared for this full survey and when HRMC successfully passes the full survey the hospital will immediately get the number back from CMS and the Blue Cross/Blue Shield numbers as well. The numbers are issued by a fiscal intermediary, Palmetto of South Carolina.


Public Comment Session


Vice-Chairman Kirkpatrick opened the public comment session.


Mark Clasby, Executive Director of the Economic Development Commission, approached the board. Mr. Clasby stated that the Future Directions Committee has met. The committee has received letters of interest from various parties and is reviewing these letters. The committee plans to develop questions and invite some companies to meet with them to discuss future options for the hospital.




Commissioner Curtis made a motion to adjourn. Commissioner Enloe seconded and the motion carried unanimously. The time of adjournment was 2:25 pm. The DVD is attached by reference to the minutes.  

   David B. Cotton                                                           Larry R. Ammons 

CLERK                                                                       CHAIRMAN