Dahl Memorial Clinic board approves contracts, policy reviews and bank account; debates new fees

The Dahl Memorial Clinic Board of Directors on Jan. 30 approved a package of operational items including contracts for a dental assistant and an inventory-tracking subscription, first reading of a revised billing-and-collections policy, and formation of a special committee to review bylaws. The board also authorized opening a bank account for the clinic’s nonprofit corporation and approved annual Medicare cost-reporting engagement with Wipfli.

Why it matters: The votes advance the clinic’s transition toward nonprofit operations, add staffing capacity in dental services and put inventory and financial processes in place ahead of the clinic’s planned program and strategic changes this year.

Board action highlights and context

- The board approved the agenda and minutes for prior meetings by roll-call votes (each recorded 5–0). President Bob Dietrich presided. The vote on the meeting agenda was recorded as 5 yeses.

- The board approved the completed 02/2025 review of the clinic’s safety-and-health policy (5–0) and the 02/2024 review of the teleconferencing policy (5–0). Director Wall told the board the teleconferencing policy mirrors the municipality’s teleconferencing code provisions and noted a small numbering inconsistency that will be corrected in housekeeping edits.

- The board approved a first reading of the revised 2025 billing-and-collections policy (first reading passed 5–0). During discussion members reviewed three proposed fee additions that will be added to the fee schedule, but the exact amendments were not attached to the packet and board members asked staff to provide the written amendment before final adoption.

- The board debated three fees proposed for the fee schedule: a no-show fee (proposed amount: $20, to match the minimum copay), a lab-shipping fee (proposed amount: $75 for single refrigerated/frozen specimens shipped off-site), and a nominal fee for medical-record requests (to cover encrypted thumb drives and staff time). The board clarified that shipping fees would be charged only for non–medically required tests and may be waived for designated clinic lab days or workshop events.

- The board approved the contract for a dental assistant, Hannah Filan, DA (motion by Lisa Mandeville, second; vote 5–0). The contract covers dental-assistant duties and inventory management; Wall described dental assistants’ role as preparing trays, ordering and tracking small-item inventory and handling sanitization and charting.

- The board approved a TriNet subscription for inventory tracking (motion by Lockett; second Mandeville; vote 5–0). Board members said the service integrates with the electronic medical record and helps prevent immunization and inventory errors ahead of a state immunization audit scheduled for mid-March.

- The board approved Wipfli’s engagement letter for annual Medicare cost reporting (motion by Laquette; second Mandeville; vote 5–0). Director Wall said the cost is $7,400 and that the expense is built into the clinic’s Section 330 grant funding.

- The board approved opening a bank account for the clinic’s nonprofit corporation to receive donations (motion; vote 5–0). Wall reported $4,164 in donations that prompted the account creation; the finance committee will report on that account going forward.

- The board approved a revised 2025 meeting schedule and established a special committee to review clinic bylaws (motion to create special committee approved 5–0). The president appointed Lisa Mandeville and himself and sought one additional board volunteer; committee meetings will be open under local open-meeting rules.

Votes at a glance (motions and tallies)

- Approve agenda: motion by Lockett; second Hager; vote 5 yes, 0 no (approved). - Approve minutes (Dec. 17, 2024): motion by Mandeville; second Lockett; vote 5 yes, 0 no (approved). - Approve completed 02/2025 safety-and-health policy review: motion by Mandeville; second Harris; vote 5 yes, 0 no (approved). - Approve 02/2024 teleconferencing policy review: motion by Mandeville; second Lockett; vote 5 yes, 0 no (approved). - First reading, revised 2025 billing-and-collections policy: motion by Hager; second Mandeville; vote 5 yes, 0 no (first reading approved). - Motion to table the billing-and-collections first reading until the next full board meeting: motion by Mandeville; second Baker; roll-call produced five no votes and the motion failed. - Approve contract for dental assistant (Hannah Filan, DA): motion by Mandeville; second Harris; vote 5 yes, 0 no (approved). - Approve TriNet inventory-tracking subscription/master services agreement: motion by Lockett; second Mandeville; vote 5 yes, 0 no (approved). - Approve Wipfli engagement letter for Medicare cost reporting ($7,400): motion by Laquette; second Mandeville; vote 5 yes, 0 no (approved). - Approve opening of bank account for nonprofit operations (to hold $4,164 in donations): motion by Hager (as recorded); second Mandeville; vote 5 yes, 0 no (approved). - Approve revised 2025 meeting schedule: motion by Mandeville; second (recorded); vote 5 yes, 0 no (approved). - Establish special committee to review bylaws (three-member special committee that will disband on completion): motion by Baker; second Mandeville; vote 5 yes, 0 no (approved).

What’s next: Board members asked staff to insert the three proposed fees into the fee-schedule amendment and return the written amendment with the packet for the second reading; staff will also provide an attachment that was discussed in finance-committee minutes. The TriNet subscription must be implemented ahead of the mid-March immunization audit and the new dental assistant will continue inventory and clinic setup work.

Sources and evidence: Board motions, roll-call votes and discussion recorded in the Jan. 30 board meeting transcript; excerpts for each vote appear in the meeting record.