WEST VIRGINIA RURAL HEALTH ASSOCIATION

West Virginia<= /st1:State> Rural Health Associati= on

Board of D= irectors Meeting – Braxton County Learning Resource Center

July 24, 2006

Members Participating: El= aine Bowen, Patti Crawford, Sister Rebecca Fidler, Sara Jane Gainor, Susan Griff= ith Chapman, Al Michaels, Phil Schenk, Alicia Tyler, April Vestal

Guests Participating: S= andra Pope, Melissa Wheeler

Not Participating: Susan Anderson Borror, Sharon Giles, Lew Holloway, Sally Richardson, Dave Sotak, Henry Taylor

Ag= enda Items

Di= scussion

Bo= ard Action

Call to Order

Sara Jane Gainor ca= lled the meeting to order at 10:10 am.

Roll Call

Elaine Bowen called= roll. There were 9 members and 2 guests in attendance.

Fundraising Committee

Phil Schenk reporte= d on silent auction plans.

On Wednesday, October 25 during the Rural Health Conference, the WVRHA will have space in the kiosk area outsi= de the main ballroom. Silent auction items will be set up. <= /span>

Board members need to secure five items f= or the auction or an equivalent cash donation. Items should be valued at a = minimum of $5 and up to $500. We also need to promote the silent auction dur= ing the conference.

Melissa Wheeler offered to include the si= lent auction flyer in the conference participant packet. She will ask Sha= wn Balleydier to request auction items from conference exhibitors.=

Items need to be brought to the conferenc= e or to Phil’s office by Monday, October 23. Phil is not responsible for breakable items J

It is important to note that funds raised= from the auction will support policy forums and scholarships to WVRHA-sup= ported conferences.

1.     Phil Schenk will send the
      silent a= uction flyer to board <= /span>

      members = and Sandra Pope.

2.     Flyers will (hopefully) be printed and include= d in the conference participant packet.

3.     Sandra Pope will work with <= /p>
      Sharon G= iles to get it

      posted o= n the WVRHA web

      site and= email to all

      members.=

4.     All board members will secure at least 5 aucti= on items.

Minutes

The minutes of the = 6-26-06 meeting were presented for approval.

Minutes were approv= ed as presented. (Tyler/Vestal)

Treasurer’s Report=

Sara Jane Gainor presented the Treasurer’s Report prepared by Sharon Gil= es. The unofficial balance as of 7/21/06 was $19, 212.63.

Treasurer’s R= eport was approved. (Schenk/Fidler)

Old Business:

Update from Rural H= ealth Conference Committee

A draft conference program was circulated= . Edits were suggested. Melissa Wheeler will request wording changes regardi= ng WVRHA membership checkboxes on the registration form.

Melissa Wheeler reported that Senator Rockefeller may speak at the conference on October 25 but it has not been confirmed. We would like for him to stay for the conference and possibly speak at the membership meeting.

The board meeting is planned for 8:00-9:0= 0 am, October 25. The agenda will need to be very brief, and focused on the conference and the membership meeting.

Because of the early Wednesday board meet= ing, Melissa Wheeler will check to see if board members may get the reduced confe= rence lodging rate on Tuesday.

1.     Sandra Pope will email the <= /p>
      WVRHA fl= yer to Melissa

      Wheeler = and Susan Griffith

      Chapman.=

2.   Melissa Wheeler will =

      request = that OCHS will

      make the suggested edits

      before printing the

      registra= tion brochure.

3. Melissa Wheeler will

     request the co= nference

     lodging rate f= or Tuesday and

     will inform the board.

NRHA Skill Building Workshop

Al Michaels, Sara Jane Gainor, and Sharon= Giles attended the June NRHA Skill-Building Workshop. The greatest part was the networking with individuals from various states, especially thos= e from our region that we may be able to work with (e.g., VA and OH). Our B= oard members learned about association office staffing (students, AmeriCorps), town hall meetings, organizational membership fees, regional conferences, and a state summit for a long-range state rural health plan.

Sharon Giles sent information about Magnet Mail. See handout.

Sara Jane Gainor reported that some state= s have a contract with their Office of Rural Health that includes meeting planning, state plans, and white papers.

A presentation by Rob McVey, CFO of NRHA, brought up issues we may need to address, such as conflict of intere= st statements, DNO insurance, internal audits and financial controls. Sandra Pope will call Rob McVey to discuss these issues and seek his advice regarding what should be written into board policies and procedures. She will also ask about the technical assistance grant m= oney available to help with board training.

Establishment of a Finance Committee was discussed for the purpose of oversight of the financial interest of WVRHA. This committee will review our accounts before funds are transferred to the Primary Care Association.

1.      Sandra will talk to Rob McVey to get more information and guidance.

2.      A Finance Committee was appointed. It will be chaired by the Treasurer (Sharon Giles) and include Sara Jane Gainor, Sus= an Griffith-Chapman, and Al Michaels. (Chapman/Vestal)

=

Rural Health Forums=

Board members discussed a need for a rural health plan and increased understanding and communication about heal= th care services and alternatives.

It was suggested that the board work toge= ther to organize policy forums. The board may need a hospital representat= ive to represent that viewpoint. A forum should include “best practices” and examples of what’s working. Al Michaels, Patti Crawford, April Vestal, Phil Schenk, and Sara Jane Gainor will work on this. Sally Richardson will also be asked to help. Additional help is needed from Jill McDaniels, WV Hospital Association, Tammy T= olliver, Executive Director of the Free Clinic Association, and Amy Tolliver,= WV State Medical Association. Phil Schenk will contact them. A tentative plan= ning meeting will be August 18 at 10 am in Charleston at Phil’s offic= e. After the August 18 meeting, the group will report to the board at the Aug= ust 28 board meeting. Phil Schenk will talk with Sonia Chambers and the Hea= lth Care Authority.

Phil Schenk will contact Jill McD= aniels, Amy Tolliver, Tammy Tolliver, and Sonia Chambers

The group will meet= August 18 at 10 am-12 noon at the Primary Care Association to begin planning region= al forums.

New Business:

Policy Training wit= h Rural Health Day at the Legislature

Sara Jane Gainor suggested that we sponso= r a training session in conjunction with the 2007 Rural Health Day at the Legislature.

Sandra Pope has been in touch with Alan M= organ, Executive Director of RHA, to speak at this event.

April suggested the Policy Committee iden= tify some key issues to focus the training.

Role of WVRHA at th= e 2007 Rural Health Conference

The WVRHA is willing to take on a more significant role. This will be discussed during the October 27 confe= rence wrap-up session.

Although several board members are on the= 2006 conference planning committee, Sara Jane Gainor (President) and April Vestal (immediate Past President) have generally been recognized as WVRHA representatives. It is important for representatives to clearly communicate when they are expressing the views of the WVRHA.

The board will appoint a representative f= or the 2007 conference planning committee to officially represent the WVRHA= .

Review of current b= oard members, terms, and upcoming vacancies

Patricia Crawford reviewed board membersh= ip and expiration dates.

Five slots will need to be filled: Sharon Giles, Dave Sotak, Sister Rebecca Fidler, Alicia Tyler, and April Ve= stal. Alicia Tyler and April Vestal may run again; Sharon Giles, Dave Sota= k, and Sister Rebecca Fidler ma= y not run again.

Meeting attendance was discussed. Bylaws specifically state the expectations. Elaine Bowen will check meeting attendance records. Those who have missed more than two meetings will receive a letter from Sara Jane Gainor.

1.     Sara Jane Gainor will send <= /p>
      letters = to board members

      who have missed more than

      two meet= ings.

      (Fidler/= Michaels)

2.   We will explore ways to

      make Past Presidents ex-

      officio non-voting board

      members.=

      (Chapman= /Vestal)

Committee Reports:

    Nominations

April Vestal, Chair, encouraged board mem= bers to serve on the Nominations Committee. Sister Rebecca Fidler and Pat= ti Crawford volunteered to help.

April asked members to submit names of po= tential board members (they must be a WVRHA member for a year) to represent different geographic regions and different organizations (e.g., hospitals). The committee will present board members at the membersh= ip meeting and the floor will be open for additional nominations.<= /o:p>

1.     Sandra Pope will send a

      membersh= ip list to board

      members.=

2.     Board members submit

      names of potential

      nominees= to April Vestal.

    Fundraising

See above informati= on about the silent auction.

    Policy

No report.

    Membership

See above.

    Bylaws

No report.

    Communications<= /o:p>

See above information about Magnet Mail.<= o:p>

Sara Jane Gainor shared a brochure on the legislative platform from the Washington RHA.

Communications Comm= ittee will consider developing a similar brochure. (Fidler/Chapman)<= /span>

Future meeting

Next meeting will b= e August 28, 2006 by conference call at 10 am.

Adjournment

Meeting adjourned a= t 2:00 pm.

Motion passed. (Ves= tal)

Please Note Meeting Dates:

August 28, 2006   10:00-11:30 am conference ca= ll

September 25, 2006   10:00 am - 2:00 pm face to face, hopefully at the Braxton Learning Resource Center

October 25, 2006 at t= he WV Rural Health Conference

November 27, 2006 10:00-11:30 am conference call

Submitted by Elaine B= owen, Secretary.

Approved 8/28/06

Ag= enda Items	Di= scussion	Bo= ard Action
Call to Order	Sara Jane Gainor ca= lled the meeting to order at 10:10 am.
Roll Call	Elaine Bowen called= roll. There were 9 members and 2 guests in attendance.
Fundraising Committee	Phil Schenk reporte= d on silent auction plans. On Wednesday, October 25 during the Rural Health Conference, the WVRHA will have space in the kiosk area outsi= de the main ballroom. Silent auction items will be set up. <= /span> Board members need to secure five items f= or the auction or an equivalent cash donation. Items should be valued at a = minimum of $5 and up to $500. We also need to promote the silent auction dur= ing the conference. Melissa Wheeler offered to include the si= lent auction flyer in the conference participant packet. She will ask Sha= wn Balleydier to request auction items from conference exhibitors.= Items need to be brought to the conferenc= e or to Phil’s office by Monday, October 23. Phil is not responsible for breakable items J It is important to note that funds raised= from the auction will support policy forums and scholarships to WVRHA-sup= ported conferences.	1. Phil Schenk will send the silent a= uction flyer to board <= /span> members = and Sandra Pope. 2. Flyers will (hopefully) be printed and include= d in the conference participant packet. 3. Sandra Pope will work with <= /p> Sharon G= iles to get it posted o= n the WVRHA web site and= email to all members.= 4. All board members will secure at least 5 aucti= on items.
Minutes	The minutes of the = 6-26-06 meeting were presented for approval.	Minutes were approv= ed as presented. (Tyler/Vestal)
Treasurer’s Report=	Sara Jane Gainor presented the Treasurer’s Report prepared by Sharon Gil= es. The unofficial balance as of 7/21/06 was $19, 212.63.	Treasurer’s R= eport was approved. (Schenk/Fidler)
Old Business:
Update from Rural H= ealth Conference Committee	A draft conference program was circulated= . Edits were suggested. Melissa Wheeler will request wording changes regardi= ng WVRHA membership checkboxes on the registration form. Melissa Wheeler reported that Senator Rockefeller may speak at the conference on October 25 but it has not been confirmed. We would like for him to stay for the conference and possibly speak at the membership meeting. The board meeting is planned for 8:00-9:0= 0 am, October 25. The agenda will need to be very brief, and focused on the conference and the membership meeting. Because of the early Wednesday board meet= ing, Melissa Wheeler will check to see if board members may get the reduced confe= rence lodging rate on Tuesday.	1. Sandra Pope will email the <= /p> WVRHA fl= yer to Melissa Wheeler = and Susan Griffith Chapman.= 2. Melissa Wheeler will = request = that OCHS will make the suggested edits before printing the registra= tion brochure. 3. Melissa Wheeler will request the co= nference lodging rate f= or Tuesday and will inform the board.
NRHA Skill Building Workshop	Al Michaels, Sara Jane Gainor, and Sharon= Giles attended the June NRHA Skill-Building Workshop. The greatest part was the networking with individuals from various states, especially thos= e from our region that we may be able to work with (e.g., VA and OH). Our B= oard members learned about association office staffing (students, AmeriCorps), town hall meetings, organizational membership fees, regional conferences, and a state summit for a long-range state rural health plan. Sharon Giles sent information about Magnet Mail. See handout. Sara Jane Gainor reported that some state= s have a contract with their Office of Rural Health that includes meeting planning, state plans, and white papers. A presentation by Rob McVey, CFO of NRHA, brought up issues we may need to address, such as conflict of intere= st statements, DNO insurance, internal audits and financial controls. Sandra Pope will call Rob McVey to discuss these issues and seek his advice regarding what should be written into board policies and procedures. She will also ask about the technical assistance grant m= oney available to help with board training. Establishment of a Finance Committee was discussed for the purpose of oversight of the financial interest of WVRHA. This committee will review our accounts before funds are transferred to the Primary Care Association.	1. Sandra will talk to Rob McVey to get more information and guidance. 2. A Finance Committee was appointed. It will be chaired by the Treasurer (Sharon Giles) and include Sara Jane Gainor, Sus= an Griffith-Chapman, and Al Michaels. (Chapman/Vestal) =
Rural Health Forums=	Board members discussed a need for a rural health plan and increased understanding and communication about heal= th care services and alternatives. It was suggested that the board work toge= ther to organize policy forums. The board may need a hospital representat= ive to represent that viewpoint. A forum should include “best practices” and examples of what’s working. Al Michaels, Patti Crawford, April Vestal, Phil Schenk, and Sara Jane Gainor will work on this. Sally Richardson will also be asked to help. Additional help is needed from Jill McDaniels, WV Hospital Association, Tammy T= olliver, Executive Director of the Free Clinic Association, and Amy Tolliver,= WV State Medical Association. Phil Schenk will contact them. A tentative plan= ning meeting will be August 18 at 10 am in Charleston at Phil’s offic= e. After the August 18 meeting, the group will report to the board at the Aug= ust 28 board meeting. Phil Schenk will talk with Sonia Chambers and the Hea= lth Care Authority.	Phil Schenk will contact Jill McD= aniels, Amy Tolliver, Tammy Tolliver, and Sonia Chambers The group will meet= August 18 at 10 am-12 noon at the Primary Care Association to begin planning region= al forums.
New Business:
Policy Training wit= h Rural Health Day at the Legislature	Sara Jane Gainor suggested that we sponso= r a training session in conjunction with the 2007 Rural Health Day at the Legislature. Sandra Pope has been in touch with Alan M= organ, Executive Director of RHA, to speak at this event. April suggested the Policy Committee iden= tify some key issues to focus the training.
Role of WVRHA at th= e 2007 Rural Health Conference	The WVRHA is willing to take on a more significant role. This will be discussed during the October 27 confe= rence wrap-up session. Although several board members are on the= 2006 conference planning committee, Sara Jane Gainor (President) and April Vestal (immediate Past President) have generally been recognized as WVRHA representatives. It is important for representatives to clearly communicate when they are expressing the views of the WVRHA. The board will appoint a representative f= or the 2007 conference planning committee to officially represent the WVRHA= .
Review of current b= oard members, terms, and upcoming vacancies	Patricia Crawford reviewed board membersh= ip and expiration dates. Five slots will need to be filled: Sharon Giles, Dave Sotak, Sister Rebecca Fidler, Alicia Tyler, and April Ve= stal. Alicia Tyler and April Vestal may run again; Sharon Giles, Dave Sota= k, and Sister Rebecca Fidler ma= y not run again. Meeting attendance was discussed. Bylaws specifically state the expectations. Elaine Bowen will check meeting attendance records. Those who have missed more than two meetings will receive a letter from Sara Jane Gainor.	1. Sara Jane Gainor will send <= /p> letters = to board members who have missed more than two meet= ings. (Fidler/= Michaels) 2. We will explore ways to make Past Presidents ex- officio non-voting board members.= (Chapman= /Vestal)
Committee Reports:
Nominations	April Vestal, Chair, encouraged board mem= bers to serve on the Nominations Committee. Sister Rebecca Fidler and Pat= ti Crawford volunteered to help. April asked members to submit names of po= tential board members (they must be a WVRHA member for a year) to represent different geographic regions and different organizations (e.g., hospitals). The committee will present board members at the membersh= ip meeting and the floor will be open for additional nominations.<= /o:p>	1. Sandra Pope will send a membersh= ip list to board members.= 2. Board members submit names of potential nominees= to April Vestal.
Fundraising	See above informati= on about the silent auction.
Policy	No report.
Membership	See above.
Bylaws	No report.
Communications<= /o:p>	See above information about Magnet Mail.<= o:p> Sara Jane Gainor shared a brochure on the legislative platform from the Washington RHA.	Communications Comm= ittee will consider developing a similar brochure. (Fidler/Chapman)<= /span>
Future meeting	Next meeting will b= e August 28, 2006 by conference call at 10 am.
Adjournment	Meeting adjourned a= t 2:00 pm.	Motion passed. (Ves= tal)