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OSHP BOARD OF DIRECTORS MEETING

June 1, 2005

With a quorum present, Tracy Hagemann, President, called the meeting to order at 3:33 P.M. at the University of Oklahoma College of Pharmacy in Oklahoma City, OK with videoconferencing to Tulsa, Oklahoma

MEMBERS PRESENT:

MEMBERS ABSENT:

GUESTS PRESENT:

The minutes of the April 22, 2005 Board Meeting were approved. Minutes of the March 2005 Board Meeting were tabled until the next meeting.

BOARD REPORTS:

SECRETARY

Board member administrative manuals need to be updated. Most manuals were collected at the Annual Meeting; however, a few still need to be turned in. Susan and Patti will work on updating the manuals and returning them to all board members within the next 2 weeks.

TREASURER

The following reports were submitted and are attached:
One member has raised multiple questions regarding the society's finances at the Annual Meeting and since through multiple emails. The board has been provided and has reviewed the profit and loss statements for the past 10 years and balance sheets for the past 8 years. The board has responded to the member's questions and has provided the member with a copy of these financial reports. It was requested and agreed upon that future treasurer's reports should include more detail in the annual report to the membership. Additional information that is not on these financial reports is a CD with a balance of $15,000 and our PayPal account which requires periodic transfer of funds and a minimum balance. The society operated at a loss in 2000 and 2004. Upon board review of the financial reports, the following observations have been noted: the previous staff secretary cost the society significantly more that our current and earlier staff secretaries and the Fall and Annual Meeting bring in little to no profit for the society (largely due to decrease in pharmaceutical company sponsorship and cost of meeting locations). There was a previous statement in the bylaws that has been omitted in our recent revisions stating the meeting should provide a society income of $10,000. Additionally, it was noted that our society has a low fee for membership which was also discussed in bylaw revisions. One board member noted that there is no need to have money sitting around in our accounts. Audits are conducted and review the appropriateness of bookkeeping, but not how the money is spent. The finance committee will assist the board with ongoing financial review and decisions. It was noted that greater awareness as to financial situation is needed for future business activities. Nancy Williams reported that she recently served on the Maryland Society of Health-System Pharmacists and they faced similar financial issues.

Brian will be handing over the treasurer's books to Wiley on June 8. The society checking account currently can be accessed by Wiley Williams, Yvette Morrison, and Brian Maves. A recommendation was made and agreed upon to drop Brian Maves, previous treasurer, from the account and add Jenean Young, president-elect.

Wiley reported that Patti Massucci-Cassidy needs to sign a contract for her work as the society's staff secretary. Several board members reported that Patti has done an excellent job so far as staff secretary and the bills and time work have been reviewed and look reasonable. Wiley will draft a contract and have Patti sign it.

Wiley reported that during his presidency an account had been set up at Kinko's for copying needs for board members and our staff secretary. Wiley will check with Kinko's to see if the account is still active and if there is any remaining balance. There is a need to continue this account for continuing society business.

WESTERN DISTRICT

Kimi reported that the next Western District meeting will be on 6/2 at Deep Fork Grill with Dr. Greenfield as the speaker. She has received 60 RSVPs. Leslie has assisted in planning of this meeting. Tentative plans have been made for a 6/30 meeting with sponsorship from Astra Zeneca and topic IV proton pump inhibitors. Sponsors have committed for monthly meeting for July through September. Topics and locations are still being determined. Website calendar will be updated as meetings are scheduled. Announcements will be sent to the membership optimally 30 days in advance. The board agreed that future meeting announcement will be sent via email only to members whose email addresses are known. Members will get mail notification only if we do not have email addresses available. This will minimize duplicate notices and cost of labor and mailing.

EASTERN DISTRICT

No report from Eastern District Chair. Jenean reported that their May meeting was held on 5/13 at Flavors Restaurant with 40 members in attendance. The meeting was sponsored by Main Pharmaceuticals with speaker Todd Canada and topic Aluminum and TPNs.

PAST-PRESIDENT

Edna reported that OSHP received a letter of appreciation for a donation of $500 to the foundation.

PRESIDENT-ELECT

No report.

PRESIDENT

Committees
New committee assignments are being developed. The newsletter committee has been formed with Darin Smith and Nancy Williams serving as co-chairs. A committee sign-up sheet will be passed around at upcoming Eastern and Western District meetings. The sign-up sheet should include name and contact information (preferably e-mail). Once formed a roster of committees will be distributed and committee chairs will be invited to future board meetings. Committees planned for the 2005-2006 year include program, newsletter, membership, finance, scholarship and awards, nominations and legislative.

Membership vote on bylaws
Bylaw and policy revisions were approved to go to the membership for a vote at the Annual Meeting. Edna has notes of amendments to proposed changes. These updates will need to be made prior to sending to the membership. Our membership vote needs to be done soon. Ben will assist with posting proposed bylaws and policies and developing process for online voting. We likely need to send a letter via email or mail requesting members to go to website to review and vote on the changes. The letter will include an offer to provide the member with a paper copy of the proposed bylaws and policies upon there request.

Agenda for coming year
Tracy initiated discussion regarding platform for the coming year. One suggestion was to focus on improved communication which could be accomplished through newsletters, committee chairs attending board meetings, posting board minutes on website, etc. Another suggestion was improved communication on legislative issues. Wiley reported that he continuously monitors what is going on in the legislature. Many of the current issues are focused at retail pharmacy (pseudoephedrine, reimbursement, compounding). It was suggested that OSHP should not actively promote these issues but provide support of community efforts. Discussion occurred about upcoming Medicare changes and laws related to collaborative practice. Wiley stated that language is already in the pharmacy practice act regarding collaborative practice for drug therapy management. There are currently no regulations which describe more specifically how it is to be done. A regulation must have State Board of Pharmacy approval and governor review/approval. Wiley stated there has currently been no active push for development of regulations for collaborative practice or drug therapy management. It was also discussed the 797 should be a topic priority for topics for the fall meeting.

Fall and annual meeting
Dates for the Fall and Annual Meeting were discussed and have been tentatively planned for October 21 (Fall Meeting, OKC) and April 6-7 (Annual Meeting, Tulsa). Susan will check with OU and SWOSU CE departments to verify there are no competing CE programs on these dates.

Committee chair retreat
Committee chair retreat was discussed and has been scheduled for August 16th from 2-4 PM. Committee chairs and student leaders will be invited to attend and present/discuss agendas for coming year. We will coordinate refreshments for this retreat. Also, national pharmacy week (10/23-10/29) activities should be discussed at this retreat.

OLD BUSINESS

None

NEW BUSINESS

Committee members

Jenean brought up a recent member concern that technicians could not serve on committees. It was verified in the administrative manual that all active members can serve on committees. District chairs should encourage technicians and students as well as pharmacists to get involved on committees when distributing sign-up sheet.

Membership roster

A current membership roster should be sent to our new board. Susan will coordinate distribution of this with Patti.

Newsletter committee report

Nancy gave a report on the newsletter committee. Darin and Nancy will serve as co-chairs for the coming year and have already planned goals and dates. Goals and ideas include: improved communication to the membership through the newsletter, increased submissions from members, regular influx of submission, require all board members provide a submission, include summations of annual and fall meetings, utilize residents for clinical pearls, decrease number of presidents columns, summary from legislative chair, getting more people involved, skeleton for months' issues, and assigning deadlines for newsletter and submissions. The newsletter is planned to be distributed quarterly on July 29 (submissions by July 11), September 30 (submissions by September 12), November 18 (submissions by November 1), and March 17 (submission by March1). Discussion ensued and additional ideas for the newsletter included: reports from ASHP delegates, reports for past-president, wrap-up of Annual meeting (including topic summary and awardees), announcement of new board members, announcement of residents, welcome of new members, personal tidbits, email to membership regarding submission deadline/include on website, student chapters reports, highlight unique activities, district dates for upcoming or past meetings, board meeting dates, and technicians corner.

Schedule for future board meetings

Upcoming board meetings are scheduled for the first Wednesday for every month @ 3PM at the University of Oklahoma College of Pharmacy at Oklahoma City and Tulsa using videoconferencing technology. Our next meeting will be July 6th at which time we will discuss travel dates to hold a fall and spring meeting in Tulsa.

With no further business, the Board adjourned at 4:55 p.m.

Submitted by:

Susan Fugate
Secretary, OSHP


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Updated: 6/17/2005