Untitled Document

OSHP Board of Directors Meeting

March 18, 2009

With a quorum present, Susan Conway, Immediate Past President, called the meeting to order at 3:05 pm at the University of Oklahoma College of Pharmacy in Oklahoma City, OK.

MEMBERS PRESENT:

Jennifer Bird, Western District Chair
Susan Conway, Immediate Past President
Kari McCracken, Eastern District Chair
Yvette Morrison, Treasurer
Nancy Williams, Secretary

MEMBERS ABSENT:

Greg Clack, President-Elect/Acting President
Lesley Maloney, President (has relocated to Washington, D.C.)

The minutes of the February 25, 2009, board meeting have not been completed, and their approval will be postponed until a later date.

BOARD REPORTS:
Secretary - Nancy Williams
1. Membership Numbers - There is no new update on the OSHP membership numbers. This will be reported at a later meeting.

2. 2008-09 Annual Report Update and Award List - Nancy reported that she has received almost all of the submissions for the OSHP Annual Report. Shirley Dunn will collate all of the submissions, and then Nancy will review the draft document and finalize it before it is sent to the printer. The award list for the Annual Meeting was also reviewed.

Treasurer - Yvette Morrison
1. PTCB Update - Yvette reported on the changes regarding the PTCB reimbursement. Currently, OSHP has a joint agreement with OPhA regarding PTCB reimbursement money. Every quarter, reimbursement is received as an entity for each pharmacy technician who passes the exam. The money is sent to OPhA, who then sends OSHP half the amount received. Now there will be an extra step in receiving the reimbursement. After each testing window, a survey will be sent out, which must be completed within a certain time frame, and then a check will be sent out. There was a discussion as to who would be responsible for completing this survey. It was decided that the treasurer should be listed as the contact person to complete the survey.

2. Biennial Audit - Yvette reported that the financial software is with the CPA and is currently being reviewed.

Western District - Jennifer Bird
1. February Meeting (2/25/09) was held at the Ranch Steakhouse; Sanofi Aventis sponsor; topic was "Insomnia Overview". There were some minor issues with sign-in and registration (74 RSVPs; 11 no-shows; 6 came who weren't on the sign-in sheet but 3 of those had RSVP'ed, but their names weren't included as having RSVP'ed; total of 69 attendees).

2. Next meeting is scheduled for tonight (March 18th) at Pearl's Crabtown; Sanofi Aventis sponsor; topic is "DVT Prophylaxis"; elections for the Western District Chair will be held at this meeting.

3. No April meeting due to OSHP Annual Meeting in Tulsa.

4. May meeting is sponsored by Sanofi Aventis, and the topic is "Atrial Fibrillation". The tentative date is May 6th.

Eastern District - Kari McCracken
1. February Meeting (2/26/09) was held at the Polo Grill; Sanofi Aventis sponsor; topic was "Insomnia Overview"; 38 people attended, which was the largest group to date.

2. Next meeting is scheduled for March 25th at Ti Amos Italian Ristorante; The Medicine's Company sponsor; topic is "New Paradigms in the Management of Acute Hypertension".

3. No April meeting due to OSHP Annual Meeting.

4. May meeting is pending.

5. June meeting is scheduled for June 16th; Sanofi Aventis sponsor; topic is "Medical Management of ACS"; location is pending.

Immediate Past President - Susan Conway. No report

President-Elect/Acting President - Greg Clack. No report

COMMITTEE REPORTS:
1. Scholarship and Awards Committee - There have been 5 student applicants for the OSHP scholarship awards (2 from SWOSU and 3 from OU). There has also been one applicant for the Continuing Excellence Award. The committee will vote by this Friday.

2. Membership Committee - A renewal reminder email (attached) will go out this week. There are currently 190 people listed in the database as inactive members.

3. Newsletter Committee - The next issue will go out in late April or May.

OLD BUSINESS
1. Health Care Community Discussions - This topic was forwarded to OSHP by Valerie Pennington, who had received an email from ACCP encouraging pharmacy organizations to lead health care community discussions on a state level. Yvette will follow-up with Valerie regarding a continued need for this issue. (Update: See attached email. Valerie indicated that the time for participating in this activity has probably passed. She will let OSHP know if she receives anything similar in the future.)

NEW BUSINESS
1. OSHP 2009 Annual Meeting

a. Awards and Installation Ceremony

The Awards Ceremony is slated for 45 minutes this year instead of the usual 1 hour due to the movement of the vendor showcase on the agenda.

During the Awards Ceremony, there will be updates from the OK Board of Pharmacy, OPhA, and both colleges of pharmacy. The OU Dean is unable to attend due to a conflict with the APhA Meeting, so Michelle Condren will be attending in her place to present the OU update. James Scruggs, Interim Dean, will present the SWOSU update.

Tracy Hagemann will present the Pharmacist of the Year award since she is the 2008 past recipient.

Michele Splinter will be responsible for presentation of the Outstanding Technician Award, the Continuing Excellence Award, and the student scholarship awards during the ceremony.

Susan will present Lesley with the two President's Awards.

Yvette will present Susan with the Immediate Past President Award.

Kari will present Shirley with a "Special Recognition" for her service as our staff secretary over the past 5 months.

Karl Gumpper, our ASHP representative, will install the new OSHP officers.

Motion: Approve a $100 gift card to Red Rock for Shirley Dunn as a Special Recognition as Society Staff Secretary to be purchased with board funds.
Status: Passed.

b. Vendor Showcase

The lunch and Vendor Showcase will take place after the Awards Ceremony.

Discussion occurred over choice of items for door prizes during the Vendor Showcase to encourage attendance and interactions since the vendors are no longer able to pass out "goodies".

Motion: Approve three different Visa gift cards for door prizes: a 3rd place prize of $50, a 2nd place prize of $100, and a 1st place prize of $250.
Status: Passed.

c. Basket Auction

The Scholarship and Awards Committee has been discussing a basket auction for the Annual Meeting to help offset the increase in the amount for the two student scholarships from $500 to $1000 apiece.

Due to time limitations for the Awards Ceremony, the Board decided to delay the basket auction to the Fall Meeting. The Board also requested that the Scholarship and Awards Committee prepare a formal plan/proposal regarding this activity for the Program Committee and Board to consider before the Fall Meeting.

2. U-Haul Storage Unit

The U-Haul storage unit is paid through the end of June.
There was a lot of junk and old computer equipment in there. Much has already been recently discarded. Before disposing of the old computers, the information on the hard drives needs to be wiped off.
Old financial records, CE material, and board meeting minutes have been pulled out. A policy needs to be determined on how long to keep these records and where to store them. It was noted that the CE material should be kept for 4 years, according to the OK Board of Pharmacy, and that meeting minutes should be kept indefinitely. May consider in the future scanning the old meeting minutes and saving them on a thumb drive.
It was decided that OSHP does not need to keep the U-Haul storage unit, which costs $40/month.
Susan and Yvette will help develop guidelines on how long to keep these records and present this policy at a future board meeting.

The next board meeting is scheduled for April 3, 2009, during the OSHP Annual Meeting at the OSU Conference Center in Tulsa.

With no further business, the Board adjourned at 4:40 pm.

Respectfully submitted by:
Nancy Toedter Williams
Secretary, OSHP