June 24, 2009 OSHP BOard Minutes

OSHP Board of Directors Meeting

June 24, 2009

With a quorum present, Greg Clack, President, called the meeting to order at 3:10 pm at the University of Oklahoma Colleges of Pharmacy in Tulsa and Oklahoma City, OK.

MEMBERS PRESENT:

Emily Borders, Treasurer
Chelsea Church, President-Elect
Greg Clack, President
Susan Conway, Past President
Pete Johnson, Western District Chair
Kari McCracken, Eastern District Chair
Nancy Williams, Secretary

MEMBERS ABSENT: None

The minutes of the May 21st, 2009, board meeting were previously approved by email vote. They will be forwarded to Ben Welch to post on the OSHP website.

BOARD REPORTS: Secretary - Nancy Williams
1. Membership Numbers (see attached report) - As of 6/15/09, there are 294 total members in OSHP. This is an increase of one member from the total number reported at the May board meeting. That one-member increase was for the Western District, with the Eastern District total remaining the same since 5/15/09. Since there was little change from the previous month, it was suggested that the membership status report be updated every other month instead of monthly.
2. Revised Schedule for Board Meeting Dates in 2009-2010 - The regular board meetings will be held on the 4th Wednesday of each month from 3-5 pm. However, the November meeting date was rescheduled to November 18th to avoid the Thanksgiving holiday; the July date was changed to July 15th due to scheduling conflicts; and since October was selected for the Fall Meeting, then September 23rd was chosen for the BOD meeting. The August meeting date may change since that month was selected for the Strategic Planning Retreat. When the retreat date is selected, then a revised meeting schedule will be emailed to the Board and posted on the website.

Treasurer - Emily Borders
1. Net Income/Expense Detail (attached with the meeting minutes) - Emily recently met with Yvette Morrison, the former OSHP Treasurer, to learn how to gain access to QuickBooks and to generate profit and loss statements. A net income of approximately $20,000 was reported for the first 6 months of 2009, generated from membership dues and the Annual Meeting profit.
2. Biennial Audit - Emily reported that the audit was just completed. A few discrepancies need to be resolved. The audit will be discussed at the next BOD meeting.
3. Account Access - The names on the current account need to be updated so the new board members are able to access it.

Western District - Pete Johnson
1. There was no June meeting.
2. July meeting is scheduled for July 23rd at the Deep Fork Grill; GlaxoSmithKline sponsor; topic is "Update on Pertussis Outbreaks in the U.S. and Vaccine Treatment for Adult Pertussis; Update on Hepatitis C Patients and Treatment with Vaccines".
3. August meeting TBA.

Eastern District - Kari McCracken
1. June meeting (6/16/09) was held at Bodean's Seafood Restaurant; Sanofi Aventis sponsor; topic was "Medical Management of ACS". There was a good turnout at the meeting with approximately 35 attendees.
2. July meeting is scheduled for July 21st at Ted's Escondido; EKR Pharmaceuticals sponsor; speaker and topic are pending.
3. August meeting is scheduled for August 20th; Sanofi Aventis sponsor; topic will be "Medical Management of Atrial Fibrillation"; location is to be determined.
4. November meeting is scheduled for November 19th; American Reagent sponsor; topic will be "Anemia Management"; location is to be determined.

Past President - Susan Conway. No report

President-Elect - Chelsea Church. No report

President - Greg Clack. No report

COMMITTEE REPORTS:
None

OLD BUSINESS
1. 2009 OSHP Annual Meeting Update (Budget is attached with the meeting minutes.)

The income/expense report for the 2009 Annual Meeting was presented. Overall, the meeting resulted in a total profit of $10,886.51.
The total income was $22,261.67, generated from meeting registration ($3990), receipt of 4 grants ($10,771.67), and the vendor showcase ($7500).
The total expenses were $11,375.16, resulting from the venue rental fee and catering ($2580); general meeting expenses such as ACPE CE, brochures/handouts, administrative support ($4550.86); and speaker honorariums and travel ($4244.30).
There were a decreased number of attendees (59) at this year's meeting, which was around half the usual number in attendance.
We have received good feedback from the attendees regarding the speakers, topics, and the venue.

2. Committee Assignments

There are 7 OSHP committees: Membership, Program, Legislative, Newsletter, Nominations, Finance, and Scholarship & Awards.
Several committee chairs/co-chairs are confirmed. These chairs will then select their committee members.
Several names were suggested for the remaining chair positions and as committee members.
When the list of committee chairs/co-chairs is complete, it should be emailed to Ben Welch to update our website.
It was suggested that the current ASHP Delegates from Oklahoma serve as members of the Legislative Committee.

3. U-Haul Storage Unit Update

As of June 22, 2009, OSHP officially no longer has the U-Haul storage space.
The storage unit has been cleaned out. The old computer equipment was recycled via a program at Best-Buy in which we were charged $10 for each monitor ($30 total) but were then provided with 3 x $10 gift cards, which could be used at a future district or statewide meeting or for next year's Vendor Showcase.
By eliminating the storage rental fee, OSHP will save almost $475 annually.

NEW BUSINESS
1. OSHP Fall Meeting Date and Location

After reviewing the OU/OSU football schedules and other potentially conflicting meeting dates, October 23rd was selected as the date for the Fall Meeting.
Pending availability and cost, it was suggested that the Fall Meeting be held in Stillwater since this location is equidistant for attendees from Oklahoma City and Tulsa. This location would also be advantageous for students attending the Residency Showcase. This recommendation will be passed on to the Program Committee.

2. Summer Strategic Planning Retreat

Committee chairs/co-chairs are invited to the retreat to present their ideas/plans for the coming year, and board members are able to provide input.
This may occur in early August. A date will be determined by the next board meeting.

3. Electronic Policy and Procedure Manual

It was suggested that an electronic version of the Policy and Procedure Manual be available.
Although some sections of the manual are in an electronic version, the staff secretary Shirley Dunn would have to type the other sections that are only available as a hard copy.
Once completed, the OSHP Secretary could keep up with the electronic version.
It was discussed how the manual could be put on the OSHP website for all members to access; however, some sections (e.g., tax ID number) would need to be password-protected.
Board members were encouraged to look through their manuals and decide which sections should be available online.

The next board meeting is scheduled for July 15, 2009, at the University of Oklahoma College of Pharmacy.

With no further business, the Board adjourned at 4:05 pm.

Respectfully submitted by:
Nancy Toedter Williams
Secretary, OSHP