May 21, 2009 OSHP Board Minutes/title> </head> <><body background="../images/parchment.gif"> <div align="center"> <img src="../images/oshp_ok.gif" width="47%" height="160"><br /> <img src="../images/pookline.gif" height="13" width="75%"><br /> <h3>OSHP Board of Directors Meeting</h3> May 21, 2009<br /> <br /> </div> <font face="Arial, Helvetica, sans-serif"> With a quorum present, Susan Conway, Past President, called the meeting to order at 3:25 pm at the University of Oklahoma College of Pharmacy in Oklahoma City, OK. <br /><br /> MEMBERS PRESENT:<br /> <UL><li>Emily Borders, Treasurer</li> <li>Chelsea Church, President-Elect</li> <li>Greg Clack, President (via phone)</li> <li>Susan Conway, Past President</li> <li>Pete Johnson, Western District Chair</li> <li>Kari McCracken, Eastern District Chair</li> <li>Nancy Williams, Secretary </li> </UL> MEMBERS ABSENT: None <br /><br /> The minutes of the February 25th, March 18th, April 3rd, and May 6th, 2009, board meetings were previously approved by email vote. They have also been posted on the OSHP website. <br /><br /> BOARD REPORTS: <br /> <b>Secretary - Nancy Williams</b><br /> 1. Membership Numbers (see attached report) - As of 5/15/09, there are 293 total members in OSHP. This number is slightly up from the 270 members reported at the February board meeting. Both the Eastern and Western Districts had slight increases in their membership totals, 8 and 15 members, respectively. Currently, there are 196 inactive members, including pharmacists, students, and residents who didn't renew their memberships over the past two years. <br /> 2. Schedule for Board Meeting Dates in 2009-2010 - It was decided that the regular board meetings will be held on the 4th Wednesday of each month from 3-5 pm at the OU Colleges of Pharmacy in Oklahoma City and Tulsa. Nancy will figure out the meeting dates through March 2010 and email the Board the new schedule. <br /><br /> <b> Treasurer - Emily Borders</b><br /> No report.<br /> Will meet with the previous OSHP Treasurer, Yvette Morrison, soon to finish the transition. Information regarding the 2009 OSHP Annual Meeting will follow at the next board meeting. <br /><br /> <b> Western District - Pete Johnson</b><br /> 1. May meeting (5/6/09) was held at the Red Primesteak restaurant; Sanofi Aventis sponsor; topic was "Atrial Fibrillation: An Escalating Cardiovascular Disease with Significant and Economic Consequences". There was a good turnout with approximately 52 attendees. An issue was discussed whereby several members did not get the email announcement for the meeting. Shirley Dunn is aware of the problem and is trying to determine what happened. A suggestion was made that the district chairs should compose their own email membership lists from the membership database in case Shirley is not able to send the email announcement.<br /> 2. No June meeting planned.<br /> 3. July meeting - contacting sponsors. <br /><br /> <b> Eastern District - Kari McCracken</b><br /> 1. March Meeting (3/25/09) was held at Ti Amos Italian Ristorante; The Medicine's Company sponsor; topic was "New Paradigms in the Management of Acute Hypertension". There was a good turnout at the meeting with 38 attendees.<br /> 2. No April meeting due to OSHP Annual Meeting.<br /> 3. No May meeting planned.<br /> 4. June meeting is scheduled for June 16th; Sanofi Aventis sponsor; topic is "Medical Management of ACS"; location is pending.<br /> 5. July meeting - location and speaker pending.<br /> 6. August meeting will be sponsored by Sanofi Aventis; topic will be on atrial fibrillation management. <br /><br /> <b> Past President - Susan Conway.</b> No report <br /><br /> <b> President-Elect - Chelsea Church.</b> No report <br /><br /> <b> President - Greg Clack.</b> No report <br /><br /> <b>COMMITTEE REPORTS:</b> <br /> <b>Newsletter Committee</b> - The next issue will go out in late May. In the future, may use Shirley Dunn to help input the material into the newsletter using Microsoft Publisher. <br /><br /> <b>OLD BUSINESS</b><br /> 1. U-Haul Storage Unit <ul><li> The storage unit has been cleaned out and the computers destroyed.</li> <li>The storage unit is paid through the end of June and will then be canceled.</li> </ul> 2. Document Retention Policy (attached) <ul><li> Susan presented the new document retention policy. She noted that much information from the U-Haul storage unit is now in the secretary filing cabinet, including past board meeting minutes, annual reports, and historical documents.</li> <li> There was some discussion regarding the location of recent delegate and officer election ballots.</li> <li>Will check with Sandy Warner regarding sign-in sheets from statewide meetings.</li> <li>When discussing the section of the document on membership database, it was decided the wording should be changed so that the database is backed up more frequently than every 6 months and a hard copy distributed to the BOD more often than once a year.</li> </ul> <b>Motion:</b> Approve the Document Retention Policy with a change in the wording of the Membership Database section to read "At a minimum, to be backed up and a hard copy distributed to the BOD on a quarterly basis".<br /> <font color="green">Status: Passed.</font> <br /><br /> <b>NEW BUSINESS</b> <br /> 1. OSHP President Awards <ul><li> Currently, the outgoing chapter president receives two awards: Howard Miller clock and a crystal vase. Both awards used to be sponsored by drug companies; however, OSHP has recently been paying for both awards. AmeriSource Bergen previously sponsored the clock, but this stopped two years ago. </li> <li> There was discussion about whether OSHP should be paying/sponsoring more than one award for the outgoing president since we have not been getting reimbursed for the clock.</li> <li> There was also discussion that if there was only one award, should it be the clock or crystal vase. The clock seemed to be the preferred award; however, the clock should have OSHP more prominently displayed. Several different clock options could be presented to the Board in the future.</li> </ul> <b>Motion:</b> OSHP will sponsor a single outgoing President award (clock-type), costing approximately $100. <font color="green">Status: Passed. </font> <br /><br /> 2. 2009 OSHP Annual Meeting Update <ul><li> Vendor Showcase: Although only nine vendors showed up, ten vendors paid, for a total of $7500. There were positive comments from the vendors regarding the change in the showcase time and the use of game pieces to facilitate discussions between the attendees and vendors.</li> <li> There were positive comments regarding the speakers, topics, and the venue.</li> <li> There have been delays in getting receipts from OSU regarding the caterer and venue, so we haven't been able to determine the specific financial numbers and whether a profit was made. More information will follow at the June board meeting.</li> </ul> 3. Committee Assignments <ul><li> There are 7 OSHP committees: Membership, Program, Legislative, Newsletter, Nominations, Finance, and Scholarship & Awards.</li> <li> Looking for volunteers for these various committees. Few volunteered with the sign-up sheets at the district meetings. Another list may be circulated around, or committee chairs may be appointed who will then find their committee members.</li> <li> It was discussed that the Program Committee needs to be formed the quickest so that they will have time to get ready for the Fall Meeting. A date for the Fall Meeting should be determined prior to the next board meeting. It was suggested that one person each from Tulsa and Oklahoma City serve as Program Committee Co-Chairs.</li> <li> Several names were suggested as committee members and chairs.</li> <li> More information will follow at the June board meeting.</li> </ul> The next board meeting is scheduled for June 24, 2009, at the University of Oklahoma College of Pharmacy. <br /><br /> With no further business, the Board adjourned at 4:30 pm. <br /><br /> Respectfully submitted by: <br /> Nancy Toedter Williams<br /> Secretary, OSHP <br /><br />  </body> </html>