OSHP Board of Directors Meeting

September 23,2009

Greg Clack, President, called the meeting to order at 3:50 pm via phone from his office at SouthCrest Hospital. Other board members and guests were present at the University of Oklahoma College of Pharmacy in Oklahoma City, OK. A quorum was not present, so voting on official board business was conducted later by email vote.

MEMBERS PRESENT: MEMBERS ABSENT: GUESTS PRESENT: The minutes of the August 25th, 2009, board meeting were recently emailed to the Board and will be approved by email vote later. After approval, they will be forwarded to Ben Welch to post on the OSHP website.

BOARD REPORTS:
A. Secretary – Nancy Williams
1. Membership Numbers (see attached report) – As of 9/14/09, there are 307 total members in OSHP. This is an increase of 13 members from the total number reported at the June board meeting. Of the new members, 9 were from the Western District and 4 were from the Eastern District.

B. Treasurer – Emily Borders. No report

C. Western District – Pete Johnson
1. September meeting was held on September 10th at Pearl’s Crabtown; Pfizer sponsor; topic was “Update on Fungal Infections”.
2. No October meeting due to OSHP Fall Meeting.
3. November meeting is scheduled for Nov. 12th; MedImmune sponsor; topic will be “RSV Prevention and Influenza Update”; location is to be determined.
4. December meeting is scheduled for December 3rd; Astellas Transplant sponsor; topic will be “Generic Substitution for Transplant Medications”; location is to be determined.

D. Eastern District – Kari McCracken (report sent via email)
1. General Comments – Greg reported that the average attendance at the Eastern District meetings has increased since meeting dates were changed to Tuesday, Wednesday, or Thursday evenings vs. always meeting on Thursday evenings.
2. September meeting was held on September 22nd at Ted’s Café Escondido; Sanofi Aventis sponsor; topic was “Diabetes Management in Hospitalized Patients”. Approximately 40 members attended.
3. No October meeting due to OSHP Fall Meeting.
4. November meeting is scheduled for Nov. 19th; American Reagent sponsor; topic will be “Anemia Management”; location is to be determined.

E. Past President – Susan Conway. No report

F. President-Elect – Chelsea Church. No report

G. President – Greg Clack. No report

COMMITTEE REPORTS:

Information about the Program Committee (OSHP Fall Meeting 2009) and Scholarship & Awards Committee (Baskets for the Fall Meeting) is discussed under New Business.

OLD BUSINESS

1. Committee Assignments
• The Membership Committee still needs a chair. Greg will speak with Yvette Morrison to see if she is interested.
• It was suggested that Greg formally notify all of the committee chairs/co-chairs of their appointments and give them their charges for the year.
• It was also recommended that committee chairs/co-chairs be invited to attend a board meeting and present their goals/plans for the committee for the upcoming year. It was suggested that two to three chairs present at each board meeting. Edna also commented that some chairs could meet at the Fall Meeting and present their plans for the year.

2. OUHSC APhA-ASP Mid-Year Regional Meeting Support Request
• The APhA-ASP Mid-Year Regional Meeting will be held October 23-25, 2009 in Oklahoma City. OU will be hosting this event and anticipates that approximately 300 student pharmacists from regional colleges will attend. The OU student chapter has requested that OSHP donate money to help with the expenses incurred by hosting this meeting.
• At the August board meeting, it was recommended to defer the decision of donating $250 to the OUHSC APhA-ASP chapter until the Board had a better understanding of the Society’s financial situation and the Fall Meeting budget.
• Emily Borders, via email, had reported that OSHP currently has approximately $92,740 in our main BOK checking account along with several CDs, thus putting our net assets at approximately $160,000. Additionally, in 2008, OSHP had a net profit of about $27,700. The budget for the Fall Meeting is in place, and we hope to break even.
• Based on our chapter’s current financial status, the board members in attendance felt the chapter could donate $250 to the OUHSC APhA-ASP chapter. Since a quorum was not present, this will have to be voted on via email at a later time.

NEW BUSINESS

1. OSHP Fall Meeting 2009
• The meeting location will be the Mary K. Chapman Health Plaza at St. John Medical Center in Tulsa, OK.
• There will be no grant support for the Fall Meeting. However, pharmaceutical sales representatives have expressed interest in displaying at the meeting, so money generated from the vendor showcase could be a good source of revenue for the meeting. The fee to display at the meeting will be $750. Some vendors have expressed concern regarding this cost. If we get 10 vendors at the $750 charge, then we may break even on the meeting expenses.
• The speakers for the meeting have been confirmed, but the official titles of the presentations need to be finalized. There was a change in the cardiology speakers.
• Anticipate that the meeting brochure will be sent out by late September/early October.
• Regarding the Residency Showcase, 6 programs have confirmed. We are waiting on responses from 5 programs. It was noted that we have lost one residency program to the APhA-ASP Mid-Year Regional Meeting at OUHSC.
• The Board needs to officially vote on the proposed meeting agenda, budget, and registration fees (attached). It was informally decided via email that the meeting registration fees be kept the same as last year. However, it was suggested that the registration fees for the Annual Meeting may need to be increased. Since a quorum was not present, the Fall Meeting issues will be voted on via email at a later time.

2. Membership Renewals
• According to the OSHP policies, membership renewals should be sent out by October 1st since the membership drive traditionally occurs in October.
• Greg will check with Yvette Morrison to see if she is interested in being chair of the Membership Committee.
• The committee chair will need to write a letter to accompany the renewal form. No special membership renewal offers/incentives will be offered this year.
• It was discussed that the prior committee chair had visited hospitals and dropped off cookies, which increased OSHP’s visibility. However, due to limited time constraints, this will not be possible this year.

3. Baskets for the Fall OSHP Meeting
• Last year, the scholarship amount, which is awarded to one student at each of the state pharmacy schools, increased from $500 to $1000.
• A previous recommendation was that the Scholarship and Awards Committee have baskets for an auction at the Fall Meeting to help defray some of the additional cost of increasing the scholarship amount.
• The chair of the Scholarship and Awards Committee suggested having a silent auction with at least 5 baskets.
• It was suggested that the Board could sponsor a basket for the auction. Greg recommended a food basket and indicated that his wife may be able to bake cookies.

The next board meeting is scheduled for November 18, 2009, at the University of Oklahoma College of Pharmacy.
With no further business, the Board adjourned at 4:35 pm.
Respectfully submitted by:
Nancy Toedter Williams
Secretary, OSHP

Meeting Addendum:

Since there was not a quorum at the September board meeting, voting on official board business could not be conducted. Therefore, the four items requiring a board vote took place via email in late September and are noted below.

Motion: The registration fees for the OSHP Fall Meeting 2009 will remain the same as in 2008. All day fees will be $100 for members, $175 for nonmembers, and $50 for students/technicians/residents ($20 is added for onsite registration). Half day fees are as follows: $75 for members, $150 for nonmembers, $50 for students/technicians/residents ($10 is added for onsite registration).
Status: Passed.

Motion: The proposed budget for the OSHP Fall Meeting 2009 will consist of an estimated total income of $11,500 and an estimated real expense of $10,898.80.
Status: Passed.

Motion: The proposed agenda for the OSHP Fall Meeting 2009 will include the speakers, topics, and continuing education hours listed in the brochure (attached).
Status: Passed.

Motion: OSHP will donate $250 to the OUHSC APhA-ASP chapter to help with expenses incurred by hosting the APhA-ASP Mid-Year Regional Meeting that is being held October 23-25, 2009 in Oklahoma City.
Status: Passed.