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OSHP Board of Directors Meeting
February 25, 2009
With a quorum present, Greg Clack, President-Elect/Acting President, called the meeting to order at 3:10 pm at the University of Oklahoma College of Pharmacy in Oklahoma City, OK.
MEMBERS PRESENT:
- Jennifer Bird, Western District Chair
- Greg Clack, President-Elect/Acting President
- Susan Conway, Immediate Past President
- Yvette Morrison, Treasurer
- ancy Williams, Secretary
MEMBERS ABSENT:
- Lesley Maloney, President (has relocated to Washington, D.C.)
- Kari McCracken, Eastern District Chair
GUESTS PRESENT:
- Peter Johnson, Program Committee Co-Chair
- Tiffany Kessler, Program Committee Member
- Edna Patatanian, Nominations Committee Chair
The minutes of the January 15, 2009, board meeting were previously approved by email vote.
BOARD REPORTS:
Secretary - Nancy Williams
1. Membership Numbers - As of 2/23/09, there are 270 total members in OSHP. This number is lower than desired since we were hoping to increase our membership total to 400. This number is considerably lower than that reported in January (408 total members) due to nonrenewals dropping off. It was suggested that the membership status report be emailed to board members in the future.
2. 2008-09 Annual Report Reminder - Nancy reminded the board members to submit their portion for the Annual Report by March 9th.
Treasurer - Yvette Morrison
1. Net Income/Expense Detail (attached with the meeting minutes) - Yvette presented a report of income and expenses as of February 23, 2009, in which there was a net income of $7,498.88 reported. Membership dues generated $7,235.00, of which $4,250 came from PayPal payments for the period October through January. Yvette reminded us that each PayPal transaction is associated with an additional 3-4% fee per transaction; therefore, we don't recoup the entire dues amount with this method of payment. It was also noted that the January Western District Meeting, which was sponsored by TopoTarget and involved writing a grant, resulted in a $425 net for OSHP.
Western District - Jennifer Bird
1. January meeting - January 22, 2009 at Pearl's Crabtown; TopoTarget sponsor; topic was "Chemotherapy Extravasation". More members RSVP'ed than attended; there was lower than usual attendance at this meeting. There were some issues with the speaker honorarium and plane ticket.
2. Next meeting is scheduled for tonight (February 25, 2009) at the Ranch Steakhouse; Sanofi Aventis sponsor; topic is "Insomnia Overview". There was an overwhelming RSVP response for this meeting (#74), so RSVPs had to be closed. A few members were upset by this, but an email explaining the importance of RSVPs and dinner budgets was sent to the membership.
3. March meeting - March 18th at Pearl's Crabtown; Sanofi Aventis sponsor; topic is "DVT Awareness".
4. No April meeting due to OSHP Annual Meeting in Tulsa.
5. May meeting is sponsored by Sanofi Aventis, and the topic is "Atrial Fibrillation".
Eastern District - Kari McCracken (report submitted via email)
1. January meeting - January 29, 2009 at Bodean's Seafood Restaurant; Sanofi Aventis sponsor; topic was "DVT and PE: Appropriate Prophylaxis in Medical and Surgical Patients". This meeting was well attended.
2. Next meeting is scheduled for February 26th at The Polo Grill; Sanofi Aventis sponsor; topic is "Insomnia Overview".
3. No March meeting planned yet.
4. No April meeting due to the OSHP Annual Meeting.
5. No May meeting planned yet.
6. June meeting - June 16, 2009; Sanofi Aventis sponsor; topic will be "The Medical Management of ACS".
Immediate Past President - Susan Conway. No report
President-Elect/Acting President - Greg Clack
1. Greg reported on the Presidential Officer Retreat held in Dallas in October 2008. Varied organizations were present, including some with large memberships and paid employees. Topics discussed at the meeting included financial support/industry grants (ASHP is changing their website to help state organizations write grants), recruitment and retention (difficulty getting Generation X and Y pharmacists to join the organization), and affiliate liaisons partnering with other states (ex. Arkansas and OK).
COMMITTEE REPORTS:
Program Committee - Pete Johnson reported on the upcoming Annual Meeting, which will be held on April 3rd in Tulsa.
a. 2009 Annual Meeting Agenda
- There will be no pre-meeting symposium. Was unable to schedule it due to the PhRMA guidelines.
- One presentation will involve technology and automation along with a panel discussion. There will also be breakout sessions in the afternoon. Speakers for the meeting are being finalized.
- The vendor showcase will be moved to lunchtime. This change will help reduce the cost since an extra room will not be needed. The lunch set up will be box lunches.
- Unsure if door prizes will be available due to the PhRMA guidelines. However, there will still be a grand prize awarded. Will continue to have attendees get signatures from drug reps to facilitate discussion with the reps. The grand prize will be drawn from the completed game pieces. May also consider in the future charging higher fees for vendors and using the extra money for door prizes.
- ACPE has changed their CE requirements, and presentations are now designated as knowledge-based or application-based.
- The brochure is almost completed and will be emailed and mailed to the membership soon.
b. 2009 Annual Meeting Budget (attached with the meeting minutes)
- Four grants have been approved, two in the full amount. The estimated total income for the meeting is $17,606.67.
- The meeting expenses seem reasonable for the venue. Had trouble finding a location in Tulsa for the meeting.
- Catering for the meeting is based on 100 people. A continental breakfast, nice boxed lunches, and snacks in the morning and afternoon will be served. An outside caterer will be used.
- Since there is no pre-meeting symposium, the CE fee will need to be verified.
- Speaker honorariums and travel expenses were discussed. Panel members for the technology presentation will have registration and travel paid. Pharmacy residents will also have registration and travel paid. Speaker honorariums for the breakout sessions will be a minimum of $500. Those speakers talking for the full hour during the breakout sessions will receive a $750 honorarium.
- OSHP will pay for dinner after the Annual Meeting for the officers and Program Committee members.
Nominations Committee - Edna Patatanian gave an update on the upcoming officer elections.
- She has had difficulty in finding volunteers to serve in any capacity. Currently, volunteers for vacant officer positions include Chelsea Church for President-Elect and Edna Patatanian for Treasurer. There was discussion whether ballots needed to be prepared if there was only one candidate per office on the ballot.
- When trying to find volunteers for the open board positions, concern had been expressed by some regarding the board meeting attendance policy and people leaving jobs early to attend the board meetings. Although the Board meets monthly, the bylaws only indicate that meetings must occur at least quarterly or at the call of the chair, and board members must attend a minimum of four meetings annually.
- Names were suggested for the vacating board positions. Will have Shirley Dunn send a reminder email to the membership regarding the vacating board positons.
- The ASHP Delegate meeting will not be in Dallas this year.
Membership Committee - Yvette gave an update on membership renewal.
- The member database was purged of records before 2007. Therefore, people from 2008 who did not renew their membership are now listed as inactive. We need to capture those who didn't renew this year. It was suggested that a follow-up mailing occur to those inactive people.
OLD BUSINESS
Meeting with staff secretary (Shirley Dunn) - Greg and Susan will try and schedule a meeting with Shirley to review her responsibilities and go over Amy's informational packet.
NEW BUSINESS
1. OSHP Nominees for the 2009 OK State Board of Pharmacy Ballot - Barbara Poe and Ben Welch have been submitted.
2. OSHP Awards Ceremony at the 2009 Annual Meeting
. The Awards Ceremony and Officer Installation will be shortened to 45 minutes. Updates by the various organizations, such as OPhA and the two colleges of pharmacy, will need to be reduced to 5 minutes apiece.
. Various board members will assist in the awards presentation. The presenters will be determined at the next board meeting.
. The vendor showcase prizes, Shirley's appreciation gift, and the awards agenda will be finalized at the next board meeting.
3. Health Care Community Discussions - tabled until March meeting.
The next board meeting is scheduled for March 18, 2009, at the University of Oklahoma College of Pharmacy.
With no further business, the Board adjourned at 5:20 pm.
Respectfully submitted by:
Nancy Toedter Williams
Secretary, OSHP