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2013 September Board Meeting Minutes
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OSHP Board of Directors Meeting Minutes

September 6th, 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
Kari McCracken, President-Elect
Darlene Doty, Secretary

Members Absent:   Kristie Williams, Eastern District Chair
Debbie Poland, Western District Chair  

Guests Present:   Rebekah Panak, P3, President Student OSHP 
Joanna Mach, SWOSU Student Liason (by phone)
Julia Reffert, Fall Meeting Committee Co-Chair (by phone)

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

III.  BOARD REPORTS
A. Secretary 
i. Kari McCracken, past Secretary, reported that the website minutes are all up-to-date.

B. Treasurer
i. Matt presented the budget reconciliation detail dated August 31, 2013. 
1. Two uncleared checks to SWOSU COP and Emily Beasley have been deposited back into the checking account.  
2. The withdrawal from American Heritage of $60,010.00 is reflected on the balance sheet as a Bank of Oklahoma CD.
3. The payment to Peabody Orlando is the deposit for the Oklahoma reception at the ASHP midyear meeting. The total cost will be shared by OU, SWOSU and OSHP equally.  
4. The payment to Lisa Slaton for $57.93 is for a shredder.
5. The transfer from the PayPal account of $11,029.35 is reflected as a deposit into the Bank of Oklahoma checking account.    
ii. September 4th, 2013 Balance Sheet – Total of all current assets total $242,729.13.

C. Western District Chair (report submitted via email)
i. The September meeting will be held on September 26th and will be sponsored by sanofi-aventis. The new residents residing in the Western District will be recognized at this meeting.
ii. There will not be an October meeting.
iii. The November meeting will be held on November 14th and the sponsor is Boerhringer-Ingelheim. 

D. Eastern District Chair (report submitted via email)
i. The September meeting will be held on September 26th at the Chalkboard and sponsored by American Regent Pharmaceuticals.
ii. There will not be an October meeting since the fall meeting will be held on October 25th.

E. Past-President
i. Ann attended the Oklahoma State Board of Pharmacy Meeting on August 21st  which was held at the new OSBP building. It is a very nice facility that is completely paid for. Pharmacy students from both Colleges of Pharmacy will be required to attend a meeting during their P4 year.  All Board members should consider attending a meeting if feasible.

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

G. President 
i. Oklahoma State Board of Pharmacy New Building Reception will be held on Friday September 20th and Dedication on September 21st.  Tracy Hagemann graciously agreed to represent OSHP at the building dedication and reception since none of the Board members are able to attend.

H. Student Liasons
i. No report at this time.

IV. COMMITTEE REPORTS/UPDATES
A. Programming Committee – Miki Finnin, Board Liaison 
i. Fall meeting – 
1. Julia Reffert is the Programming Committee co-chair and was present by telephone. All topics and speakers have been lined up for the Fall meeting. The flyers have been mailed out to the membership and the speakers have all been confirmed. It will be held at the Virginia College, 5124 S. Peoria in Tulsa. 
2. The food will be catered by TW’s catering. There will be lunch and snacks in the morning and afternoon, but no snacks at the residency showcase.
3. Mark Gales is in charge of the residency showcase and has sent an e-mail to the Residency Directors. 
4. The budget for the meeting was presented and approved. 
5. So far, there are 12 vendors and there will probably be more.

B. Membership Committee – Kristie Williams, Board Liaison
i. Membership mixers –
1. The membership mixer in Oklahoma City will occur October 4th at McNellie’s.  
2. The membership mixer in Tulsa will occur on October 17th and will be at the downtown McNellie’s location.
ii. A letter reminding members of the resources that OSHP offers will be sent to new members.

C. Nominations Committee – Ann Lloyd, Past-President
i. Make sure people know they can self-nominate. Committee members can verify that candidates nominated are willing to serve.
ii. Ann suggested that we ask John Foust when the OSBP candidate nominations are due so that we can be prepared and how many names are needed.

D. Scholarship and Awards Committee – Michelle Splinter
i. No report.

E. Newsletter Committee – Debbie Poland
i. Ann reported that the newsletter went out last week.
ii. The newsletter is planning a piece to promote the organization to student members.

F. Social Media and Communications Committee – Tim Anderson
i. Miki gave the report for the committee who met on August 21st. The committee would like to revamp the OSHP website. Currently, Ben Welch is the webmaster and also coordinates the Facebook and Twitter feeds. 
ii. The committee has been researching the options and has looked at a company called intheirface.com. They built and maintain the website for OPhA and several other groups. They also send out regular Facebook and Twitter feeds. They charge $50 per month to maintain the site and $75 for each task they need to perform once the site is created. They estimated the cost to be approximately $2000 to create the website and member database using Juneau. Ben Welch also expressed willingness to work with a new company during the recreating of the website/database and help as needed.
iii. The committee will investigate whether a membership database must be separate or if it can be combined with the website. Either way, they would like to give the members the ability to pay online and see when their membership will expire. The membership database would need to communicate with the website.
iv. Miki proposed approving an approximate budget amount of $2000-$3000 and the committee will continue the evaluation process. Tentatively, the board thought this amount was reasonable but did not make a motion to approve anything yet and asked the committee to go out and get estimates and bring them back to the board for discussion.

V. OLD BUSINESS 

A. Secretary Appointment – Darlene Doty
i. Darlene will serve as the OSHP secretary until April.

B. Student –focused meetings
i. These meetings will be postponed until Spring.

C. Fall meeting
i. The budget for the Fall Meeting has been approved as discussed in the Programming Committee report.

D. Annual Meeting
i. The Annual Meeting will be held on April 4th with a back-up date of April 25th in Oklahoma City. 
ii. Since the Fall Meeting is in the Eastern district, does the Annual Meeting have to be held in OKC, but it was determined there is no restriction.
iii. Julia Reffert works for HCA and will try to get an OU location on the OUHSC campus.

VI. NEW BUSINESS

E. Swearing in of new officers
i. Darlene Doty was sworn in as Secretary.  She will hold this position through the remainder of Kari McCracken’s elected term which will end in April 2014. 
ii. Kari McCracken was sworn in as President-Elect.  She will serve in place of Rebecca Dunn through April 2014.  

F. Committee Chair Goals
i. Since there was no Strategic Planning Committee, Miki talked about how discussion occured between Committee Chairs and Co-chairs and herself as President. The question discussed was how do previous years committee goals fit the overall organizational goal of 2013-2014 which has been determined to be the membership website update. The following are updates on new committee goals for this year:
ii. Newsletter Committee – The committee is planning to advertise pharmacy technician continuing education that is available.
iii. Scholarship Committee 
a. Miki reported that the committee is trying to organize a fund-raiser, possibly displaying auction items on social media websites.
b. Further, the committee plans to make the scholarship application process online and use social media websites like Facebook and Twitter to promote it and give deadline and other information.
iv. Nominations Committee – Ann reported that the co-chairs, Tiffany and Jamie, are trying to develop a social media campaign to encourage nominations.
v. Membership Committee 
a. Letters also could be sent to new pharmacy school graduates to welcome them as potential members. 
b. A letter could also be sent to technicians so that they learn about the technician CE available through ASHP.

G. Student OSHP Donation
i. Michelle Splinter will be presenting two $10 memberships to student OSHP to be given away at the OU sOSHP initial meeting when the P1’s are told about the benefits of joining sOSHP, OSHP and ASHP.

H. Shredder purchase
i. Lisa Slaton has already purchased a shredder and will be reimbursed.

I. Student liasons
i. The OU student liason, Rebekah Panak was introduced.
ii. The SWOSU student liason is Joanna Mach.

J. St. Jude Walk
i. Last year, OSHP participated in the St. Jude Walk but had few participants. Ann presented that this year it is on November 23rd.  Several Board members have scheduling conflicts and will not be able to participate
ii. After some discussion, it was decided that since SWOSU students are going to participate, OSHP might be willing to support them by helping with donations, purchasing t-shirts, etc.
iii. Joanna , sSWOSU liason will work to coordinate this with Dr. Williams at SWOSU COP and report at the next meeting. Miki will aso speak with Dr. Williams to see where she sees OSHP playing a part.

VI. ADJOURNMENT
A. With no further items to discuss, the meeting was adjourned at 3:26 pm.  The next Board meeting will be held on October 4th at 2:00 pm.  There will not be a meeting in November.

Submitted by:  Darlene Doty, Secretary


ADDENDUM: 
1. ASHP Courageous Service Award
a. Yvette Morrison nominated Barbara Poe for the award. She was working at the Moore campus of Norman Regional Medical Center during the May tornado that devastated the city of Moore, OK.

 
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OKLAHOMA SOCIETY OF HEALTH-BASED PHARMACISTS
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