Board of Directors Meeting
– at
(Approved
Members Participating: Lew Holloway, Jeff
Graham, Elaine Mason, April Vestal, Sandra Pope, Michael Thompson, Patricia
Crawford, Norma Bowyer
Members Participating by Phone: Lisa Scarberry, Jill McDaniel, Sally Richardson
Not Participating:
Hilda Heady, Alicia Tyler,
Laura Welch, Lynne McCormick
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Agenda
Items |
Discussion |
Board
Actions |
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Call to Order |
Michael Thompson called the
meeting to order at |
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Roll Call |
There were 7 members in
attendance and 3 members attending via phone. |
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Minutes |
Minutes of the |
Motion to approve minutes as
presented (Mason/Pope) Motion passed |
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Treasurer’s Report |
Elaine reported that she emailed the treasurers
report on Friday. There was income for
June in the form of memberships for a total of $200. Sherri emailed the report and indicated
that she was meeting with Melissa Wheeler later that day regarding the
Association’s payment for the October 2007 memberships. She has not heard from her on a follow up. |
Motion to approve
treasurer’s report as presented. (Vestal/Graham) Motion passed |
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Old Business: |
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Membership List Update |
Lew reported that Sandra
provided a copy of the most current membership for the Association. The Board is now current in their
memberships. We now have 54 individual
members and 15 organizational members.
The committee will work to develop a plan for 2009 memberships. |
The
membership committee will work to develop a plan for the 2009 membership
drives. |
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WV Rural Health Conference |
Norma said that Tim Fry
from NRHA will be speaking on Washington Update on Thursday of the
conference. Norma said she would be
working with Tim. Sally suggested that
the policy committee get together and have a call to discuss. She will speak with Hilda and set up a
call. Sandra suggested that we utilize
Tim in some other way while he is here.
We could possibly have him do something at the membership meeting. April said she spoke with
Melissa Wheeler and they were fine with the Association holding the silent
auction at the conference again this year.
This information was shared with Jeff Graham, fundraising chair. |
Sally
will speak with Hilda today and set up a conference call of the policy
committee to discuss possible ways the Association could utilize Tim Fry
while he is in WV. |
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Michael reported that Lew
will attend this workshop. We will
receive $750 from NRHA to support travel.
Elaine said that the travel budget for the Association was $500. |
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WVRx are going to be having
a display/information at the WV Rural Health Conference. Jeff suggested that we invite Brenda Dane
back to present to this group on working together to hold the forums. Patti suggested that WVRx possibly present
during the membership meeting at the conference. Patti also said there was a presentation by
this group scheduled for the Minority Health Conference in |
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Strategic Planning |
Michael has spoken with
Leslie Stone and she will be here this afternoon to speak with the
group. He has signed the contract with
Ms. Stone as well as the contract with Stonewall. Michael thanked those that had worked on
getting this information together.
Jill indicated that the Legislature is in session the last Monday of
each month and both she and Alicia will be unable to attend. Sandra Pope also
has a conflict and will be unable to attend.
Michael said that the Board should discuss getting input from all Board
members, whether able to attend or not.
The retreat is Sunday evening (dinner and activity) and all day
Monday. All board members are
encouraged to attend the retreat. The
room rate is $125. If board members
are able to cover their expenses, this will be greatly appreciated. Leslie Stone joined the
Board at Sandra – clear plan that
demonstrates the Association being proactive in initiatives. Membership strategies to promote new
leadership within the organization. Jeff – identify goals
(short and long term) and facilitation and identification of stakeholders we
can impact as a group. Fundraising and
funding strategies. Patti – financial
plan. Prioritization of rural policy
issues. Getting Board member
commitments. Possible review of
bylaws. Elaine – membership
(recruitment, retention, marketing).
Board orientation – booklet or format.
Lew – how to market the
Association, creating a brand for ourselves. Norma – long-range and
short-term plan and concise work plan for achieving work. The Board identified 3-5 years as long-term
range and suggested that short-term be 6-9 months. Michael – take growth of
the organization to the next level. Jill – policy agenda that
gives relevance to stakeholders. Sandra inquired about
whether there is a portion of the retreat that any Board members would like
to participate in by phone. Leslie
said that sometimes this doesn’t work well.
Leslie will work to see that everyone has an opportunity to provide
input to the Strategic Planning Session. The Board agreed that they
would like to look at the vision/mission of the Association, leaving adequate
time for other issues. |
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Support Staff (.2 FTE) Update |
Michael said that he had
received an MOU from Sherri Ferrell with the WVPCA regarding this
position. Michael will work with
Sherri to specify the duties and responsibilities of this person’s time. The board will need to explore whether it
is a conflict of interest for Lisa Scarberry to continue as a member of the
board as it was indicated Lisa would most likely be the person assigned to
these duties. Sandra suggested we
asked for an opinion on this. Sally
indicated she would call Tom Heywood, an attorney and ask his opinion on
this. The Board was polled on
tasks/responsibilities of this position. Follow up from board
meetings with tasks and assignments to various board members and committees. Newsletter for the
Association Generic duties/responsibilities Funds are available to
support this position for an average of ten hours per month. Patti said the motion from
a previous Board meeting would need to be addressed. |
Sally
will speak with Tom Heywood to ask his opinion on a potential conflict of
interest. Motion
to expand the current MOU with WVPCA to reflect what was presented by Michael
to use an average of 10 hours per month of and to have Sally check with Tom
Heywood as to the potential conflict of board members. (Graham/Richardson) Motion
passed |
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Meeting in With Nancy Bazzle, OCHS |
Jeff Graham and Lew
Holloway reported that they met with Nancye Bazzle with OCHS last
Tuesday. They had a very good meeting and
have received a commitment to make some changes. The MOU in place from 2006 was agreeable
with OCHS. There was no need to make
any changes. This includes
expectations of OCHS and expectations of the Association. Nancye would like notification of board
meeting dates/times. They spent a
great deal of time discussing the conference and the registration process,
specifically the way the membership piece is worded. Registration for the conference will be
providing an automatic membership to the Association. They discussed this past year’s
reimbursement and Nancye was surprised to hear we had not received the
reimbursement. Nancye said the
conference lost money last year and that the Association should be receiving
their money soon. April, Michael and
the Board thanked Jeff and Lew for holding this meeting. Lew
plans to send a thank you letter to Nancye for holding the meeting. The Board discussed increasing the
sponsorship for the conference and will discuss this further in the next
couple of months. Lew indicated that
representatives on the conference planning should make a point of following
up on this information. Lew will
forward the email from Nancye to the Board.
Sandra will email the signed MOU from 2006 to the Board. |
Lew
will forward the email from Nancye to the Board. Sandra will email the signed MOU from 2006
to the Board. |
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New Business: |
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No new business was presented |
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Open Discussion |
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Rural Roads |
Michael
was given some information from Norma Bowyer on information that is being
collected by Rural Roads on inspiration, insights and experiences. For additional information, please contact
Norma or the NRHA at editor@NRHArural.org |
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Committee Reports |
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Membership |
Discussed earlier in the
agenda |
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Communications |
Sandra passed out draft
minutes from a recent meeting of the committee. The committee looked at the charge of the
committee. This charge was re-written and Sandra would like the Board to back
this change. Derrick Day is working
with the committee to develop website changes. Sandra passed out a list of Board members
and asked for any updates. This will
be added to the website. She also
passed out a list of the committees of the Association. Each committee has a description. Sandra asked that if a committee chair
wanted a change in their description, to let her know. She will then send out a call to the
membership for committees in which they may wish to participate. The committee is also working on e-mail
updates to the membership which will be called “WVRHA E-notes.” The committee suggested
asking for agenda items and meeting information two weeks in advance. Michael commended the
Membership Committee for their work. Sandra also shared
information she agreed to look into regarding the Association’s potential
purchase of a conference phone. The
Board elected to purchase a Polycom conference phone. Lew discussed a web conferencing
system they use for web conferencing within his AHEC Region. The only cost is a subscription rate and a
headset with microphone. WVPCA uses
webex and WVRHEP uses AT Conference.
These are all options to look at for the Association. Lisa agreed to check into costs for WVPCA
and get back to Sandra |
Motion to approve committee
charge: “Addresses email notifications via enotes, website and other
communications WVRHA will use to inform the membership and others who are
interested in rural health issues; assists with public relations activities
and events as needed; and works closely with the Membership Committee” (Holloway/Crawford) Motion passed Motion to purchase the Polycom
SoundStation2 Conference Telephone for $332.07 (Graham/Crawford) Motion passed |
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Fundraising |
Membership: Jeff, Lisa (co-chairs) – Jeff said the
committee is planning a meeting. Laura
Welch and Sandra have agreed to assist.
Jeff asked for input on the flier for the silent auction. October 17 will be the deadline for
donating items. Last year the flier was placed in each registration
brochure. Patti and April will look at
the draft brochure when it comes out and make sure the silent auction is
listed. The schedule for workers will
need to be developed sometime in September.
Money brought in for the auction last year was $1700. There was a suggestion to have the mystery
money box again this year. The
suggestion was to have each Board member donate $10 each. There is $500 in the Association’s budget
earmarked for purchase of items for the silent auction if needed. This will be left to the discretion of Jeff
and Lisa as co-chairs of the committee. |
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Nominations & Election Process |
Patti said that the bylaws
indicated that there be a nominations committee formed of 6 committee members
with the past president as chair. Patti made a recommendation to the Board
regarding the election of the Nominations Committee. Patti’s recommendation was to elect current
officers Michael Thompson, Elaine Mason, Lew Holloway, April Vestal, and
Sandra Pope with Patti serving as chair. Letter to go out to the
membership by September 4 with nominations for the board closing in early
October and having the elections completed by December so the President will
have this information in order to orient the board. Patti asked that the Board
give her recommendations for the three vacant positions on the Board as soon
as possible. |
Jeff Graham nominated
Michael Thompson, Elaine Mason, Lew Holloway, April Vestal, Patricia
Crawford and Sandra Pope To the nominations
committee. Sandra Pope seconded the
slate of nominees. Jeff asked that the
nominations be closed. Slate of elections accepted
by the Board by unanimous vote. |
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Policy |
Neither Sally or Hilda was
on the call to give a report. |
Michael will follow up |
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Adjournment |
Meeting adjourned at |
Motion to adjourn (Graham/Mason) |
Submitted by: April
Vestal
Future Meeting Dates: Sunday, August
24 and