West VIRGINIA RURAL Health Association

Board of Directors Meeting

Phone Conference

Monday, June 27, 2005

Members Participating: Patricia Crawford, Sister Rebecca Fidler, Sara Jane Gainor,

Richard Meckstroth, Sandra Pope, Dave Sotack, Sonnie Strader, April Vestal, and Alicia Tyler

Absent: Dr. Rosemarie Cannarella, Sharon Giles, Al Michaels, Phil Schenk, and Henry Taylor

Guest: Susan Anderson-Borror

Roll Call/Approval of Minutes:

The meeting was called to order at 10:10 am, by April Vestal. Sandra Pope moved to approve the minutes from both the April 18^th and May 23^rd WVRHA board meetings; seconded by Patricia Crawford. Following further discussion the motion was amended to reflect a change in the April 18 board minutes. On page two, paragraph two the motion to purchase a gift was seconded by Sandra. Motion carried.

Introduction of Erin Snyder [April Vestal]:

Erin Snyder has been contracted as a part-time office assistant for the summer. She will be working out of the Charleston AHEC office, approximately 20 hours per week. Erin’s duties will include: updating the membership information, email lists, display board, and assisting committees, as needed (i.e., setting up committee calls, etc.). Last summer, Erin worked for the Attorney Generals office. She has computer experience, lots of energy and is eager to help!

Unfinished Business

NRHA Update [April Vestal]:

April gave a brief update on the NRHA Conference, which was held in New Orleans in May, 2005. During a special reception for WV conference attendees, Hilda Heady was awarded a quilted wall hanging and plaque for Honorary Lifetime Membership in the WVRHA. According to our Bylaws, an “honorary” membership carries privileges of membership with no annual membership fee and no vote. The board concurred that the award for Hilda will mean she will not have to pay membership fees but WILL have voting privileges.

Benedum Grant [Sandra Pope]:

Sandra received an email stating that the Claude Worthington Benedum Foundation Grant for $10,000 has been awarded to WV Community Voices/WVRHA. The grant money will be used for stipends for health professions students to attend the WV Rural Health Conference. The stipend process will be spearheaded by Alicia Tyler. Patricia Crawford and Sharon Giles will be working with Alicia to review the applications. They will be following the same guidelines as in the past. At this time, no set date for submitting the applications has been established. The planning committee has the timeline and will check on the submission date.

Discussion followed regarding matching funds of $5,000. Matching funds could come from additional grant money through Alicia Tyler, the Division of Rural Health Policy, or fund raising activities of the Association.

New Business

Financial Report [Sandra Pope for Sharon Giles]:

As of March 25^th the WVRHA account balance was $12,020.20. The Association received dues for one student and one individual membership bringing the total to $12,055.26. Expenditures included Hilda’s plaque - $67.08, wall hanging - $164.30, wrapping paper and ribbon - $5.82 leaving a current balance of $11.818.06.

Dave Sotak moved to approve the Financial Report as presented, second by Sara Jane Gainor. Motion carried.

Committee Reports:

• WVRHA Day at Rural Health Conference [Sandra Pope]:

Sandra gave a brief outline of speakers for Friday, October 26. The plenary session from 9:45-11:00 am titled “Rural Health Policy & Advocacy at the Local Level” will be led by Forrest Calico and Hilda Heady. The plenary session from 11:15-12:30 pm will include Dr. Martin Merry from the NH School of Health & Human Services. Tim Size and Alan Morgan, of the NRHA will also be speakers. The WVRHA has played a key role in planning for the WVRHA Day at the WVRHC.

• Recruitment Day [Patricia Crawford]: Speaker will be Dr. William Rodney, Meharry/Vanderbilt Professor of Family Medicine, Association for Rural Family and Emergency Medicine, Memphis, TN. Session will include two residents who have participated in and AHEC IDT.

• Fundraising [April Vestal]:

April reminded Board members that the Association needs to identify a specific purpose/goal for which money from any fundraising activities will be used. Dave Sotak asked what, if any, large expenses the association have that we need to raise money. Sandra stated that the association gives $1,000 in support to the RHC. At this time, we are under no obligation to pay for a speaker, but that could occur. In addition, the Association needs to provide matching funds for the Benedum Grant. The Benedum grant is $10,000. Cost of conference per person is estimated at $491.00 (not including mileage). Grant money would fund around 20 stipends. Benedum did not specify the amount for the matching funds. Sandra suggested $5000.00.

A suggestion was made that the Association raise money to offset Association expenses for the RHC. April Vestal will present ideas/suggestions to Phil Schenk.

The Fundraising Committee agreed that they will not hold a Golf Tournament during the RHC, as it is the wrong time of year. Richard Meckstroth inquired about the possibility of using money from the WVRHA account toward the Benedum match. Sandra said that is not possible as $9,500 of the $11,000 is earmarked for other expenses. The Board consensus was that $5,000 is a lot of money to raise. Alicia Tyler shared that her agency provides $3,500 in support for the RHC and thought perhaps she could earmark that money as part of the match for stipends.

Other suggestions for raising money included: obtaining corporate sponsors and for Association Board members to offer a service to be auctioned off (i.e., master gardener).

• Policy [Dave Sotak]: Dave stated that the Policy Committee has not met at this time. He will work with Erin Snyder to set up a committee conference call. Dave is interested in a session that would provide dialogue on one policy that WVRHA can promote – one which would provide services to people. Issues discussed were the uninsured, underinsured and Medicaid cuts.

• Bylaws [Patricia Crawford]: Patricia Crawford asked Board members if they had a chance to review the Bylaws amendments. Alicia Tyler moved that the Board accept the recommended changes to the Bylaws. Second by Richard Meckstroth. Motion carried. Erin will e-mail revised Bylaws to the general membership and a mail a hard copy to those who do not have e-mail. Member names must be ballots that are faxed and mailed.

• Communication [Alicia Taylor for Sharon Giles]: Committee is planning to have a conference call regarding revising and updating WVRHA web-site. A full report will be provided by the next Board meeting. The Committee will be working with Derrick Day to activate a link to board members information. Web address is www.wvra.org.

• Nominations [Sandra Pope]: The President Elect position will be dealt with after revised Bylaws are approved. Officers will be appointed by the Board of Directors. Sandra stated that she plans to send out information regarding Board vacancies for 2006, prior to the RH Conference.

• Membership [Sandra Pope]: Erin is currently dealing with the issue of the WVRHA members who do not have email. Individual and organizational members who were past members will be identified, then contacted regarding renewing their membership. Erin will also be reviewing the NRHA conference registration list for names of West Virginians that attended the NRHA Conference that are not members of the WVRHA. She will contact them to solicit support for the WVRHA.

Future Meeting Dates:

July 25, 2005 - 10:00am-3:00pm Meeting in Flatwoods. Location TBA

August 22, 2005 - Conference call, 10:00am

September 26, 2005 - Conference call

October 26, 2005 - Rural Health Conference

Other Business:

With no further business to discuss the regular Board meeting was adjourned at 11:45 am.

Executive Session was called by President, April Vestal.

Respectfully submitted by Sonnie Strader, July 2, 2005.