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2013 October Board Meeting Minutes
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OSHP Board of Directors Meeting Minutes

October 4th, 2013, 2:00 – 4:00 pm
University of Oklahoma College of Pharmacy
Oklahoma City, OK (Room ORI 4410) and Tulsa, OK (Room 2H37)

I. CALL TO ORDER

With a quorum present, President Finnin called the meeting to order at 2:00 p.m.

Members Present: Miki Finnin, President 
Ann Lloyd, Past-President
Matt Bird, Treasurer
Darlene Doty, Secretary

Members Absent:   Kari McCracken, President-Elect
Kristie Williams, Eastern District Chair
Debbie Poland, Western District Chair  

Guests Present:   Rebekah Panak, P3, President Student OSHP 

II.  APPROVAL OF MINUTES
The September Board meeting minutes were approved via email voting.

III.  BOARD REPORTS
A. Secretary 
1. Darlene Doty reported that the September minutes will be put on the website next week.

B. Treasurer
1. Matt presented the budget reconciliation detail dated September 30, 2013 and also the complete detailed budget. 
2. October 3rd, 2013 Balance Sheet – Total of all current assets total $246,169.65. 
a. The CD that is reflected on the balance sheet as American Heritage should read Bank of Oklahoma. It was moved in August.  
b. There are 22 vendors for the fall meeting which adds $11,000 over the projected budget. 
c. Matt mentioned that the Board meetings might be moved further from the beginning of the month but the Board felt that data from the previous month was recent enough.
3. Two other documents were presented, the statements of revenues and expenses for the last 6 years as requested by Miki. The goal was to determine whether the budget could support the annual maintenance fees for the proposed website and membership database. The budget has increased in the last few years due to great vendor support at the meetings. If vendor support were to decrease, CE on the website might help supplement that income. After some discussion and review of the documents, the Board felt that OSHP’s income will be sufficient to support the expense of a website.
4. Matt learned from Pete, our account representative with the accounting firm, F.D. Thompson, that we were not using their full capabilities to set up accounts and budget in Quickbooks. This would automate the process and Matt could be trained to run reports and in turn, train the next treasurer, greatly simplifying the process. The information in Paypal is being manually put in Quickbooks when the process could be done electronically. Matt made a motion to have our accountants set this up in Quickbooks for us as long as the cost seems reasonable and it was seconded by Miki. It was approved.

C. Western District Chair (report submitted via email)
1. There was a question regarding resident membership fees. PGY1, PGY2 and first year pharmacists all pay a fee of $50 annually.
2. There will not be an October meeting.
3. The November meeting is currently on hold until a new sponsor is found. Boehringer is no longer able to sponsor.
4. There will not be a December meeting.

D. Eastern District Chair
1. There was no report, Kristie is preparing for the Western district mixer that is tonight at McNellie’s in Oklahoma City.
2. There will not be an October meeting since the fall meeting will be held on October 25th.

E. Past-President
1. Ann will be unable to attend the Oklahoma State Board of Pharmacy Meeting on Thursday, October 24th. She will contact Kristie to see if she is able to attend.

F. President-Elect
1. No report at this time. 

G. President 
1. ASHP President-elect Christene Jolowski has asked for recommendations for appointments to the ASHP council, advisory groups and other committees by November 14th. Five people were nominated last year and 2 people received appointments to various committees. Previously the Board wrote recommendation letters and ASHP required a current CV for nominees. This year, it is an on-line submission. Ann will research what needs to be done this year and report back to the Board.
2. The Oklahoma reception at ASHP midyear meeting will be held on Sunday, December 8th from 5:30 to 7:00 p.m. at the Hyatt Regency Orlando (formerly Peabody Orlando). People should RSVP to Yvette by November 29th. Kari will be attending representing OSHP.
3. The question was brought up that the OSHP website and membership renewal form states that membership dues paid after October 1st would cover the following years membership as well. After some research, Ben Welch discovered that the revised policy and procedures states that membership dues paid after July 1st will cover the following year. The renewal form and website will be changed to reflect this.

H. Student Liasons Rebeccah Panak – OUsOSHP
1. OU sOSHP  just completed their clinical skills competition last night. 
2. OU sOSHP has a membership drive planned for October 7th and will give away 2 OSHP memberships, 2 student OSHP chapter memberships and a t-shirt that with a slogan modified to say learning (instead of the usual leading) – educating – advocating – developing into future Oklahoma pharmacists. This would serve a marketing purpose and give students a tangible reminder of membership. They could also wear these at various service events. After some discussion, the Board felt it was appropriate to make the slogan change to learning.
3. OU will host a residency panel on November 11th.

IV. COMMITTEE REPORTS/UPDATES
A. Programming Committee – Miki Finnin, Board Liaison 
1. Fall meeting – 
a. It will be held at the Virginia College, 5124 S. Peoria in Tulsa on October 25th. 
b. Cindy Hamilton will do a presentation and will be reimbursed with paid time off by her employer OSBP, OSHP will not have to pay her.
c. Virginia College pharmacy technician students will be required to attend the pharmacy technician CE portion of the meeting.

B. Membership Committee – Kristie Williams, Board Liaison
Miki gave the report for Kristie Williams and Jill Tangeman.
1. The membership committee plans to send out a recruitment letter to past members to rejoin OSHP which will outline benefits. This letter could also be modified and sent to students or technicians.  
2. The enrollment date would be July 1st and the membership would carry through the end of the following year.
3. After some discussion, it was decided that a welcome letter will be sent out via regular mail or electronically to new members that also will outline membership benefits.
4. CE is not currently available on the OSHP website.

C. Nominations Committee – Ann Lloyd, Past-President
1. The committee will ask for nominees for ASHP delegate starting November 1st  and self-nomination will be encouraged. This will be posted on the website and incorporated into the social media as well.
2. Phil Woodward with OPhA said that we can submit two names from OSHP as nominees for the Oklahoma State Board of Pharmacy anytime. The Nominations Committee plans to send out a ballot by October 28th  and allow voting until November 8th on the OSHP website. Phil will then submit the nominees to the governor.

D. Finance Committee Items were previously discussed.

E. Legislative Committee – Tracy Hagemann
1. No report.

F. Scholarship and Awards Committee – Michelle Splinter
1. Either Kari McCracken or Darlene Doty will be the liason for this committee and we will let Miki know and she can update the list on the OSHP website.

G. Newsletter Committee – Debbie Poland
1. No report.

H. Social Media and Communications Committee – Tim Anderson
1. Rebekah was at the last committee meeting and will try to send minutes out from last meeting.
2. Miki stated the committee has looked at demos from two different companies about potentially redesigning the OSHP website. Lisa Slaton, the current secretary could possibly be the administrator of the new website. Tim Anderson has to step down as the committee chair. Chang, Rebekah and Miki may co-chair the committee temporarily.
3. Wednesday, October 16th from 2-4p.m. is the next committee meeting and Miki is contacting the two companies to do demos for the committee. 
4. One company is called memberclicks.com and the other is yourmembership.com. The $2495 set-up fee is the same for both companies. Yourmembership.com had a special with free set-up that ended September 30th but they might still honor. This includes setting up the website and training an administrator. The more comprehensive one is yourmembership.com with an annual fee of $4500 with a 2 year contract. Memberclicks.com is $200 per month or $2400 annually on a month to month basis but they do not have the ability to do CE for members.

V. OLD BUSINESS 

A. St. Jude walk
i. An e-mail was sent to Nancy Williams and there is no expectation for OSHP to be involved from SWOSU or OU. They will let us know if they need anything from OSHP.

B. ASHP Courageous Service award
1. Yvette Morrison is submitting the forms to nominate Barbara Poe for her service during the Moore, Oklahoma tornado May 20, 2013.

C. Annual Meeting
i. The Annual Meeting will be held on April 4th in Oklahoma City. 

VI. NEW BUSINESS

A. Opioid Prescribing Guidelines
i. Oklahoma Workgroup has asked OSHP to endorse the new opioid prescribing guidelines for emergency departments and urgent care clinics. After some discussion, the Board voted unanimously to endorse these guidelines.

VI. ADJOURNMENT
A. With no further items to discuss, the meeting was adjourned at 3:13 pm.  The next Board meeting will be held on December 6th at 2:00 pm.  There will not be a meeting in November.



Submitted by:  Darlene Doty, Secretary



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