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OSHP Board Minutes

January 15, 2009

With a quorum present, Susan Conway, Immediate Past President, called the meeting to order at 3:15 pm at the University of Oklahoma College of Pharmacy in Oklahoma City, OK.

MEMBERS PRESENT:
MEMBERS ABSENT:
GUESTS PRESENT:
The minutes of the December 18, 2008, board meeting were previously approved by email vote.

BOARD REPORTS:
A. Secretary - Nancy Williams
1. Membership Numbers - As of 1/13/09, there are 408 total members in OSHP. It was discussed that this number may be falsely elevated because it may include nonrenewals. Nonrenewals are purged from the database on February 1st. Yvette will follow-up with Charlotte Owen, Membership Committee Co-Chair, to send an email to the membership reminding them to pay their dues. Shirley Dunn will also be informed to deactivate those members who have not paid by February 1st.

2. Return Emails - Shirley Dunn has received 28 return emails from members. It was suggested that Shirley follow-up with a phone call or letter to those members to get updated contact information. Updated email address information could also be obtained at the district meetings and then forwarded to Shirley to update the database.

3. New Staff Secretary - Discussed the transition with the new staff secretary. It was suggested that the board members and Shirley may all need to meet to assist in the transition since we now have a new staff secretary and a new chapter president.

B. Treasurer - Yvette Morrison
1. Profit and Loss Report (attached with the meeting minutes) - Yvette presented a report of income and expenses for December 1st, 2008 through January 14th, 2009, in which there was a net income of $274.18. It was noted that money transfers from the PayPal account are not included in this amount. Expenses from the Midyear Oklahoma Reception have been paid.

2. Lost Check Update - 25 membership checks have been lost in the mail. All but 5 of these members have been contacted. They have been told to send another check less any stop payment fee. Even though their dues haven't been received yet, they are still considered active members for 2009.

3. Tax Year 2008 - The CPA firm has been contacted because it is time for our bi-annual audit, which will cost approximately $2000.

C. Western District - Jennifer Bird
1. January meeting - January 22, 2009 at Pearl's Crabtown; Topo Target sponsor; topic is Chemotherapy Extravasation. A grant was written to fund the meeting, thus requiring extra planning.

2. No meetings for February or March are planned yet.

D. Eastern District - Kari McCracken (report submitted via email)

1. January meeting - January 29, 2009 at Bodean's Seafood Restaurant; Sanofi-Aventis sponsor; topic is Medical/Surgical DVT Treatment.

2. Meetings for February and March are pending.

E. Immediate Past President - Susan Conway. No report

F. President-Elect - Greg Clack
Will report on the Presidential Officer Retreat at the February board meeting.

G. President - Lesley Maloney. No report

COMMITTEE REPORTS:
1. Program Committee - Pete Johnson reported progress on the upcoming Annual Meeting, which will be on April 3rd in Tulsa.

. There has been some difficulty securing a location for the meeting due to increased facility/AV equipment costs, the date of the meeting, and the need for breakout rooms. A possible location is OSU-Tulsa Conference Center.

. A final agenda will be presented at the next board meeting along with a proposed budget. Some of the topics include diabetes update, antimicrobial stewardship, and various breakout sessions (residency pearls, nutrition update, best practice program, and dialysate solutions for CRRT). There are an increased number of OK pharmacy residents this year, so not all will be able to present their projects; a poster presentation is also an option for them. A speaker from ASHP will present on informatics; looking for members from across OK for a panel discussion after the presentation. Some names were suggested.

. Honorariums and Grants - The committee is hoping to submit 9 grants. There was a discussion about speaker honorariums and travel expenses. According to Policy 8 in the OSHP bylaws, the honorarium is generally a minimum of $500 per session. Travel expenses could be extra or could have a set amount for travel expenses and speaker honorariums.

. Vendor Showcase - Chelsea Church will chair the vendor showcase. Since there is no location yet for the meeting, a "save the date" has not been sent to the vendors. The Pharma Guidelines will affect the vendor showcase and "free stuff" that can be distributed. May be beneficial to try rescheduling the vendor showcase to a different time in the program, such as during lunch.

OLD BUSINESS
1. NPSG 3E Anticoagulation Workshop Update - It was discussed that this is not a good time for another workshop due to the chapter president transition. Additionally, waiting would allow more hospitals in the area to undergo a visit from the Joint Commission, thus providing more feedback. Another workshop may be planned possibly in early summer.

2. Membership Management Software - It was noted that the cost of this software is $125/month for each named user, which is too expensive for an organization our size.

3. OSHP Website - This will be tabled to the February meeting to allow input from Ben Welch.

NEW BUSINESS
1. Delegate Election - Barbara Poe and Darin Smith were elected as ASHP Delegates. There was concern expressed about the low number of ballots returned from the membership.

2. Departure of Lesley Maloney - Lesley informed the Board via email that she will be moving to Washington, D.C. in early February. She volunteered to try and join in the board meetings via phone and to remain in her role as Immediate Past President from a distance. However, she probably won't be able to attend the upcoming Annual Meeting. The Board discussed the situation and various options.

Motion: Greg Clack will assume the OSHP President duties/responsibilities in lieu of Lesley's early departure, and Susan Conway will remain on the Board after April 2009 as Past President.
Discussion: It was felt that Lesley would have a difficult time continuing in her current role as President and future role as Immediate Past President from a distance. Susan Conway graciously offered to remain on the Board after her term is up. Status: Passed.
3. Health Care Community Discussions - tabled until February meeting.

4. OSHP Storage Facility - The storage unit needs to be cleaned out. Once this is done, we may find that it is no longer needed. Rent for this storage unit has only been paid for 6 months (through June 2009).

5. Officer Elections - Three positions will be vacated this year and include President Elect, Treasurer, and Western District Chair. We need to start recruiting for these offices.

The next board meeting is scheduled for February 25, 2009, at the University of Oklahoma College of Pharmacy.

With no further business, the Board adjourned at 5 pm.

Respectfully submitted by:
Nancy Toedter Williams
Secretary, OSHP