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Serving Collbran, Mesa, Molina, DeBeque and the Western Slope of CO since 1924

Plateau Valley Hospital District
58128 Hwy 330 Collbran, CO 81624

Plateau Valley Medical Clinic
970-487-3565
Office Hours: M,W-F 8:00-5:00
Tuesdays 7:00-5:00
After Hours: 970-248-0222
Business Office 970-487-0211

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PLATEAU VALLEY HOSPITAL DISTRICT MINUTES

November 11, 2004

MEETING CALLED TO ORDER AT 17:11 PM by Helen Spence, President

Attendance: Board: Helen Spence, Bob Wilson, Frank Wagner, Dave Bristol; Denny Holmes excused

Staff: Dr. Rollins, Dr. Woodyard, Sharon Hill, Rene Castillo, Jessi Clark, Vicki Benning, Georgia Young

Guests: Tim Sarmo

1. Tim Sarmo met with the Doctors, Sharon Hill, and Jessi Clark prior to the meeting and then attended the regular board meeting to discuss the contract of the Energy Impact grant and any amendments that needed to be included. Options for cost overruns were discussed. It was decided to wait to do the contract for the Governor’s Rural Healthcare Initiative Grant until more decisions were made in the next sixty to ninety days so amendments would not need to be added.

2. Dave Bristol wanted to clarify the insurance on the van so the school would know what they needed to do. It was decided to continue to carry insurance on it as we are the owners.

3. MINUTES

  • Resolution #1: Be it resolved that the Minutes of the October 18, 2004, regular meeting be approved as presented. Frank Wagner motioned and Bob Wilson seconded. Motion carried unanimously.
  • Resolution #2: Be it resolved that the Minutes of the October 25, 2004, special meeting be approved as presented. Frank Wagner motioned and Bob Wilson seconded. Motion carried unanimously.
  • Resolutions #3: Be it resolved that the Minutes of the November 1, 2004, special meeting be approved as presented. Frank Wagner motioned and Bob Wilson approved. Motion carried unanimously.

4. CLINIC CONSULTANT REPORT

The clinic consultant was unable to attend. She did not have anything pressing to report.

5. OLD BUSINESS

  • Mesa Clinic Progress Report
    • Nathalie Ames sent the site plan that the modular company sent. Having been awarded the Governor’s Rural Healthcare Initiative Grant all the options for the Mesa Clinic were discussed including other sites and stick built versus modular. Dr. Rollins will contact Nathalie to see if she can hold for thirty days while we explore our options. Frank Wagner will find out pricing on land and land development and develop a project budget to review in a couple of weeks.
  • Collbran Clinic Construction Bids-Monday October 25th at 5:30
    • The amended bid from PNCI was explained and discussed. Resolution #4: Be it resolved that the Board of Directors accepts the amended bid from PNCI for $90,400 to begin November 22 and complete on December 23. Bob Wilson motioned and Dave Bristol seconded. Motion carried unanimously.

6. FAITH IN ACTION

  • Coordinator Report
    • Five new people were served meals twice a week. October had 18 people receiving 194 hours and 1500 miles.
  • Craft Fair
    • They have a table for the Christmas Craft Fair. The National Honor Society helped paint the ornaments
  • Bake Sale
    • They will have a bake sale at Powderhorn on 12-30.
  • Equipment Organization and Sale
    • Wednesday they will inventory the building. Jill Schroeder will volunteer and help organize the sale. They will need a listing of prices that were paid for the equipment originally.
  • Other
    • They are organizing a new board.

(5. Old Business continued)

  • Service Plan
    • The meeting with the County Commissioners was today. The service plan was passed. A copy of the resolution will be sent to us.
  • Property Survey Up-Date
    • The bids ranged from $4500-10,000. A survey must be done for the realtors to list the property we want sold. Another option is to list the entire property and lease back our portion. It was also suggested to list the house next door and list it separately from the commercial piece.
  • Realtor
    • Sharon Hill will meet with Les Smith about listing prices. She will get board consensus prior to signing the papers. Resolution #5: Be it resolved that the Board of Directors gives Sharon Hill authority to sign the papers with the realtor after board consensus. Dave Bristol motioned and Frank Wagner seconded. Motion carried unanimously.
  • Harold Cope Plat-Survey March 13, 1979
    • This survey does not match the current one. Property lines overlap in it. If we were to try to list a part of the property instead of the whole, we would need to get it straightened out.

7. NEW BUSINESS

  • Sharon Hill submitted her resignation effective February 1, 2005.
    • Resolution #6: Be it resolved that the Board of Directors reluctantly accepts the resignation of Sharon Hill effective February 1, 2005. Dave Bristol motioned and Frank Wagner seconded. Motion passed unanimously.
  • The Historical Society asks if they can temporarily store their records in one of our rooms. It was suggested that they use Christi Laird’s old office so they can lock up the records.
  • The Assembly of God Church would like to purchase the kitchen equipment at the fair market price we asked for.
    • Resolution #7: Be it resolved that the Board of Directors sell the kitchen equipment to the Assembly of God Church for $6500. Frank Wagner motioned and Dave Bristol seconded. Motion passed unanimously.

8. BUSINESS REPORT

NEW BUSINESS:

  • The T Bill matured. It was decided to roll half into a new T Bill if the penalties for taking it out were not too high and the other half into the money market account

FINANCIAL REPORT:

  • Cash available is down $26,000.00 from September.
  • A/R is up $2,200.00 and up 5,200.00 from August due to the delay in insurance billings when the program was up-graded.
  • Property Taxes to be collected the remainder of the year is about $4,700.00
  • There is a $14,900 loss for the month and $91,736 loss year to date which is an improvement over the past 2 years at this time.
  • The Cash Basis report shows a $16,751.63 loss for the month and a $63,520.88 loss for the month, remember the $25,000 depreciation expense has been excluded from this report.
  • The Finance Committee met on the 9h and went over the:
    • 1. Cash basis report
    • 2. Changes in the salary for 2005 with the change in positions
    • 3. 2005 Budget
    • 4. 2004 Supplemental Budget

October 2004



Charges Write Offs/Misc. Inc. Gross Profit Operating Expense Net Ordinary Income Other Income/Exp Net Income/(Loss)
1 Clinic 32,727.94 -5,510.93 27,217.01 -44,064.7 -16,847.69 10,787.31 -6,060.38

Clinic-Mesa 0 -30.34 -30.34 -282.91 -313.25 0 -313.25
2 Construction 0 0 0 -72.96 -72.96 0 -72.96

Energy Impact 0 0 0 0 0 -2,357.93 -2,357.93
3 Administration 1,128.30 0 1,128.30 -8,641.93 -7,513.63 1,937.65 -5,575.98
4 FIA 255 0 255 -777.1 -522.1 .78 -521.32

Error Correct.
0 0 0 1.71 0 0 1.71
5 Total 34,111.24 -5,541.27 28,569.97 -53,837.89 -25,267.92 10,367.81 -14,900.11

  • Resolution #8: Be it resolved that the Accounts Payable & Payroll Checks (#43405-43475) are approved. Bob Wilson motioned and Frank Wagner seconded. Motion carried unanimously.
  • Resolution #9: Be it resolved that the Board of Directors approves the October write-offs in the amount of $5,541.27. Frank Wagner motioned and Dave Bristol seconded. Motion carried unanimously.

9. ENVIRONMENTAL SERVICES

Projects Report

  • Laundry was moved from upstairs to the kitchen area which is now Rene’s office.
  • He is working on moving stuff from clinic to other areas for remodel
  • Elevator has been fixed.
  • Heat in the old wing will need to be turned on during the remodel.

(8. Business Report continued)

  • 2004 Supplemental Budget: Ready for approval.
    • Resolution #10: Be it resolved that the Board of Directors approve the 2004 Supplemental Budget as presented. Dave Bristol motioned and Frank Wagner seconded. Motion carried unanimously.
  • 2005 Budget: The budget is included with changes to the salary as suggested at the last special board meeting.
    • Resolution #11: Be it resolved that the Board of Directors adopt the 2005 Budget as corrected. Bob Wilson motioned and Dave Bristol seconded. Motion carried unanimously.
  • Resolution #12: Be it resolved that the Board of Directors appropriate Sums of Money. Bob Wilson motioned and Dave Bristol seconded. Motion carried unanimously.
  • Resolution #13: Be it resolved that the Board of Directors Set Mill Levies. Dave Bristol motioned and Frank Wagner seconded. Motioned carried unanimously.
  • Resolution #14: Be it resolved that the Board of Directors authorize the transfer of funds at Palisade NationalBank between account # 461-369 and account # 106-003 to Jessica Clark beginning November 15, 2004 and to C. Sharon Hill until February 1, 2005. Frank Wagner motioned and Dave Bristol seconded. Motion carried unanimously.
  • Resolution #15: Be it resolved that the Board of Directors authorize the transfer of funds from Wachovia Securities to the Palisade National Bank account # 106-003 and the reinvestment of securities as they roll over to Jessica Clark beginning November 15, 2004 and to C. Sharon Hill until February 1, 2005. Dave Bristol motioned and Frank Wagner seconded. Motion carried unanimously.
  • Resolution #16: Be it resolved that the Board of Directors authorize all board members the authority to access the Safety Deposit Box # 159 at the Palisade National Bank, Jessica Clark access beginning November 15, 2004 and C. Shraon Hill access until February 1, 2005. Frank Wagner motioned and Dave Bristol seconded. Motion Carried unanimously.

10. CLINIC REPORT

  • Census – presented by Jessi Clark
2004 Census Jan Feb Mar Apr May June July Aug Sept Oct Year-To-Date
Total Dr Appt 271 283 292 266 267 267 246 294 280 305 2789
# Days 21 20 22.5 21 20 22 21 22 21 21 211.5
Ave/Day 12.90 14.15 12.98 12.67 13.35 12.95 11.71 13.36 13.33 14.52 13.19
Lab/Inj 77 85 77 68 79 81 75 71 83 89 785
Pharm 24 41 24 36 20 17 13 20 25 20 240
AH Pharm 6 0 1 1 6 0 0 0 1 0 15
After Hours 10 10 9 23 18 24 23 26 22 23 188
Other 19 25 20 18 24 18 11 31 10 17 193
Paged Calls 86 57 65 87 68 68 80 69 83 80 671
Mesa Clinic Dr 0 7 16 18 7 8 1 10 7 5 79
Mesa Clinic Nu 0 1 2 1 3 3 0 6 0 1 17
Mesa New Pt


0 0 0 0 0 0 0 0
Clinic New Pt



7 4 7 20 3 16 57
Clinic 1-time Pt









11
  • Physician Report - presented by Dr. Rollins
    • 1. Gave information about the Colorado Rural Health Center. Our annual dues are due.
    • 2. The Electronic Medical Records are in progress.
    • 3. We are no longer doing a clinic at the Mesa Community Center due to privacy issues.
  • Marketing
    • We have gotten price quotes for the brochure and are awaiting samples of the lowest priced company.

11. GRANTS

  • · Governor’s Rural Healthcare Initiative
    • The numbers given at the Special Meeting on November1, 2004 needed to be clarified. The breakdown for the grant is:
    • 1. $115,000 Grant
    • 2. $20,000 Landowner
    • 3. $89,000 District including cash in kind donations of equipment

Resolution #17: Be it resolved that the Board of Directors go into executive session to discuss personnel matter per statute C.R.S. Section 24-6-402(4)(f). Dave Bristol motioned and Frank Wagner seconded. Motion carried unanimously.

EXECUTIVE SESSION: Time meeting convened at 20:27PM and RECONVENED at 20:32PM.

12. NOVEMBER EVALUATION / RAISES

  • Annual: Jessica Clark ? New Position wage change.

Resolution #18: Be it resolved that the Board of Directors approves the wages for Jessica Clark to Office Manager. Dave Bristol motioned and Frank Wagner seconded. Motion carried unanimously.

13. ADJOURN Time adjourned at 20:40PM.

Respectfully submitted,

Jessi Clark, Secretary

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