Board of Directors Meeting Minutes — May 19, 2026
Hardeman County Memorial Hospital
12:00 Noon · Conference Room
I. Call to Order
Called to order by Martha Jones, Board Chairman.
- Members Present: Martha Jones, Vicky Nicholas, Sandy McAllister, Denise Foster, Russell Griffin
- Members Absent: Cynthia Nichols, Lois Ann Davis
- Administrative Staff: Dennis Thomas, CEO; Tracy Betts, Chief Financial Officer; Kyndal Risinger, CNO; Jaime Mathews, Administrative Assistant; Caly Hamersley, Quality Assurance Coordinator
- Physician Representative: Linda Harris, M.D. (not present)
- Others Present: None
II. Public Comments
None.
III. Oath of Office — Newly Appointed Board Member
Russell Griffin, who was appointed by the Board, was administered the Oath of Office by Jaime Mathews, Notary Public, and signed a Statement of Officer.
IV. Minutes
Minutes from the April 21, 2026 board meeting were sent to Directors by email, and copies were provided at this meeting.
- Motion: Denise Foster
- Second: Sandy McAllister
- Approval: Unanimous
V. Financials and Statistics
Tracy Betts, CFO, presented financials and statistics for April.
Hospital Statistics
April had 10 total admissions. Total patient days were 77. There were 36 acute patient days. Acute average daily census was 1.2. ER visits were 147. Observations were 12. There was one swing bed admission with 41 swing bed days, some of which were from a March admission still admitted in April. Acute average length of stay was 4.3, and length of stay hours were 100, with an average of 83.75 for the year. Swing bed average daily census was 1.3. There were 524 outpatient visits and 12 transfers.
Clinic Statistics
Hardeman County Clinic had 552 visits. Foard County Clinic had 138 visits. The visits-by-provider breakdown was provided.
Charge Report
These reports show a year-to-date breakdown by financial class, with a report for the hospital, Hardeman County Clinic, and Foard County Clinic. The first column of the hospital report shows acute care and swing bed, an average of 62% traditional Medicare for April. Column two is outpatient services, predominantly commercial insurance. Column three is ER, which is 36% commercial and 13.7% self-pay; these are screened to determine qualification for charity or indigent care.
Assets
Total cash on hand is $9.5 million, compared to $9.9 million this time last year, a difference of $480,000. Accounts receivable is $3 million, compared to $3.2 million last year, a difference of $156,000.
Grants
Under Grants Receivable, $16,280 is for reimbursement for the broadband grant, received in May after waiting since September.
Liabilities
- The lease payable for the Pyxxis pharmacy system will be paid off in 2027.
- Deferred revenue is the opioid funds, listed as a liability because unspent funds must be paid back.
- HIP payable is for the cost report. The cost report is complete; $100,000 had been allocated for a payable, and the actual payable came to $177,000. Audit adjustments will show the $77,000 difference, to be updated when 2025 is reopened.
- The 2023 DSH audit (audited two years back, covering indigent care, charity write-offs, and uninsured patients) is complete. These programs fall under IGT (inter-governmental transfer); there will be a payable of $49,554, with an entry to be created in May.
Revenue & Expenses
Patient revenue for April is $1.1 million, compared to $1.3 million last year. Year-to-date patient revenue is $4.2 million, compared to $5.2 million last year. Year-to-date expenses are $4.1 million, compared to $4.25 million last year. The hospital opted to take on more of the cost of employee benefits this year to assist with employee retention, and Nursing expenses continue to increase due to contract Nursing staff. For April, the hospital had a loss of $469,000, compared to a gain of $766,000 this time last year.
VI. Budget Discussion and Action
Tracy reported that a new budget has been prepared to better align with expected changes in Nursing and Pharmacy revenue over the next year. Copies of the original budget and the amended budget were provided.
Operating Budget Amendments
- Geri-psych Revenue changed from $1 million to $925,000
- Pharmacy Outpatient Revenue changed from $2.3 million to $1.9 million
- Purchased Service Nursing changed from $470,000 to $0
- Minor Equipment Nursing changed from $25,000 to $1,500
- Minor Equipment Clinic changed from $10,000 to $1,500
The Operating Budget originally had a gain of $327,000. The amended Operating Budget has a gain of $56,000.
Capital Budget Amendments
- Patient room renovation ($3.5 million) removed
- General equipment replacement for Rehab ($75,000) removed
- Trinity van replacement ($65,000) removed
- MRI unit ($1,495,000) removed
- Plumbing repairs upstairs added ($800,000 over the three-year plan)
There will likely be an additional budget update when more information is available. The motion was made to approve the amended budget.
- Motion: Denise Foster
- Second: Sandy McAllister
- Approval: Unanimous
VII. Authorization for Grant Agreements with Texas HHSC
Considered and approved authorization for Dennis Thomas, CEO and/or Tracy Betts, CFO to enter into grant agreements with Texas HHSC on behalf of Hardeman County Hospital District dba Hardeman County Memorial Hospital, covering:
- RHTP Rural Texas Strong Grant — Initiatives 1, 4, and 6
- HHSC Stabilization Grant YR 2
- Capital Improvement Grant
- Innovation Grant
- Motion: Vicky Nicholas
- Second: Sandy McAllister
- Approval: Unanimous
VIII. Medical Staff Reports
Medical Staff reports, Quality reports, Compliance reports, and policies were sent to Directors by email, and copies were provided at this meeting. (See attached Medical Staff minutes and Quality Services report for more information.)
- Motion: Denise Foster
- Second: Vicky Nicholas
- Approval: Unanimous
IX. Appointment of Physician — Scott Carpenter, M.D.
Approved the appointment of Flint physician Scott Carpenter, M.D., an additional locum tenens physician with the hospital’s ER staffing company, approved by Medical Staff.
- Motion: Sandy McAllister
- Second: Denise Foster
- Approval: Unanimous
X. Property Bids — Texas Communities Group
Dennis reminded the Board of the Interlocal Agreement signed with the City of Quanah relinquishing the District’s taxes on tax-delinquent property being cleaned up by the City. Texas Communities Group, the company the City is working with to resell these properties, requires that all taxing entities approve bids. Two properties were presented for approval. After studying the bids, the motion was made to approve them.
- Motion: Sandy McAllister
- Second: Denise Foster
- Approval: Unanimous
XI. Administrative Update
Rural Health Transformation Program (RHTP)
This federal program provides grants for rural healthcare. All initiatives were released April 29, with applications due May 22 and May 29; House Bill 18 (the separate stabilization grant) is due in the same timeframe. Each initiative has a small list of allowable items and numerous restrictions — for example, the infrastructure initiative does not allow new construction or buying or leasing property. These programs will be heavily audited. Initiative one requires 414 adult diabetics with Medicare in the hospital district, regardless of district size. The District had hoped to build a wellness center, which is very much needed in the community, but new construction is not allowed; it would need to go in the existing building. Work also continues on the Atlas grant.
Starlink
Dennis has a meeting today to activate the hospital’s Starlink internet account, which will help with continuity of business when AT&T is down.
Staff
A Medical Assistant has been hired for the Crowell Clinic. Rehab has hired a PRN Occupational Therapist and a full-time Occupational Therapy Assistant.
Swing Bed Gym and Activity Room
Maintenance is working on the swing bed gym and activity room next door to the Board Room. It will be used for inpatient swing bed patient rehab and activities.
Lab Medical Director
Lab Medical Director Dr. Yvonne Hearne retired April 30. Dr. Restivo, from Decatur and working in Wichita Falls, will be the new Medical Director. He has been approved through CLIA.
Trauma Survey
The trauma survey is mostly complete. A few minor changes remain, mostly with policies effective in September. The surveyor was very complimentary of Caly and everyone who worked on the trauma program.
Website
The hospital website is almost complete, with a few items to finish. Work is also underway to build more of a social media presence.
XII. Adjournment
With no further business, the Chairman declared the meeting adjourned at 1:06 p.m.
Martha Jones, Chairman · Vicky Nicholas, Secretary
These minutes are not considered official until approval at the next regularly scheduled board meeting. A recording of these minutes is available, by request, from the Administrative Offices.