Eastern WV Rural Health Education Consortium
Board Minutes
DATE: August 15, 2000 TIME: 9:30 a.m. PLACE: Instructional Resource Center, Romney, WV
The following persons were present:
Sandra Baker, Community Representative
Jaime Bland, RHEP Administrative Assistant
Annette Boggs, Community Representative
Carol Braley, Pendleton Community Care
Tina Burns, Shenandoah Valley Health System
Bunita Delawder, E.A. Hawse Health Center
Kathy Dilley, Community Representative
Patty Dorsey, Jefferson Memorial Hospital
Shari Elder, RHEP Secretary
Robert L. Harman, Grant Memorial Hospital
Lisa Hileman, Community Representative
A.M.S. "Rusty" Morgan, Community Representative
Barbara Norton, Community Representative
Malinda Turner, RHEP Coordinator
Janet Whetzel, Grant County Health Department
AGENDA ITEM: INTRODUCTIONS/COMMENTS
DISCUSSION: Bunita Delawder will be replacing Joyce Teets on the Board of Directors. Ms. Delawder will be the new administrator at E.A. Hawse Health Center in Baker.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: APPROVAL OF MINUTES
DISCUSSION: There was one correction to the minutes. Page 3, Paragraph 1 of the Discussion section of the On-Site Director of Clinical Education Policy. The last sentence was revised to state "The Board added statements to the policy that require the On-Site Director of Clinical Education report to and approve all activities with the local Board of Directors."
ACTION: The minutes were approved as corrected (Motion: Norton, Dilley). Motion passed.
FOLLOW-UP: None required.
AGENDA ITEM: EXECUTIVE COMMITTEE REPORT
DISCUSSION: The minutes of the July 19 Executive Committee were reviewed. The Committee discussed the following three issues:
- Preceptor Recogintion Program - residents and out-of-state students that were scheduled by the consortium will be included in the calculations for the monetary award under this program.
- Student Travel Policy - The policy was revised to state that students at an out-of-state educational institution will not be reimbursed for travel and students may not be reimbursed for travel if they are using housing and choose to drive from another location.
- Martinsburg Coordinator - The Search Committee completed their interviews and Jane Horst has been hired as the Martinsburg Site Coordinator. Ms. Horst is currently working with the Martinsburg - Berkeley County Parks and Recreation program. She will start as the Coordinator on August 28th. Mrs. Turner expressed her appreciation to Shari Elder for all her assistance during the absence of a Site Coordinator.
ACTION: The Executive Committee minutes were approved (Motion: Harman, Hileman). Motion passed.
FOLLOW-UP: None required.
AGENDA ITEM: AWARDS & MINI-GRANTS/SPECIAL PROJECTS COMMITTEE REPORT
DISCUSSION: The committee has had one conference call to discuss the mini-grant program and whether to offer this program again or consider an alternative program.
ACTION: Received as information.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: LRC UPDATES
DISCUSSION: Mr. Harman reported for the Petersburg LRC. The LRC has been built by Grafton Homes and is waiting on the foundation to be completed at Grant Memorial Hospital. As soon as this is completed, the LRC will be delivered.
Mrs. Turner reported for the Martinsburg LRC. The consortium has not signed the final purchase agreement for the space. The consortium has not received a signed copy of the preliminary purchase agreement that was signed in May. Jon Applebaum and Gary Broadwater of City Hospital have been notified of this. Mr. Buck Geary, consortium attorney, stated that it is to the consortium’s benefit that we do not have an agreement signed because the consortium has the benefit of the accumulation of interest on the $217,000.
Mrs. Turner suggested the Board of Directors hold their October 17 meeting at the Martinsburg LRC as part of an open house for the new facility.
ACTION: Received as information.
FOLLOW-UP: Mrs. Turner will work with the new coordinator, Jane Horst, to plan for the open house.
AGENDA ITEM: MOUNTAINEER DOCTOR TELEVISION (MDTV)
DISCUSSION: Board members were provided with a sheet on the services provided by MDTV. The Board discussed the usage of the program and Grant Memorial Hospital’s request that the consortium consider taking over the cost of the system. Mrs. Turner reported on the On-Site Directors of Clinical Education comments. Dr. Cannarella felt the system was useful but was unable to comment on how it may be used at Grant Memorial Hospital. Dr. Indacochea has previously used the system but made no comment as to whether the Board should fund this.
Mr. Harman discussed the costs associated with MDTV. The base cost is $6,000 per year and then individuals/organizations pay a per hour fee when the system is utilized. He explained that this system was installed under a grant but if it is returned and then RHEP wants to bring it back, it will cost much more.
In the past, one usage of the MDTV system has been for nursing students to view classes to obtain their bachelors and masters degrees. The Board discussed the usage of the program and how to increase preceptor and student utilization.
ACTION: The consortium will provide funding for the MDTV system for a six month period and evaluate its usage in three months (Motion: Dilley, Boggs). Motion passed. A letter will be sent to the preceptors to encourage they attend the programs on MDTV.
FOLLOW-UP: An update will be provided at the December meeting.
AGENDA ITEM: LEGISLATIVE UPDATE
DISCUSSION: The Board was provided a copy of the Coordinated Legislative Strategies developed by Hilda Heady, WVRHEP Executive Director. This document was prepared to provide all the WVRHEP partners with a list of sample activities and a time frame to prepare for the 2001 Legislative Session. The WVRHEP legislation will be up for re-authorization at that time. Ms. Heady has also provided each of the consortia with a consortium level fact sheet. The data on this is being reviewed for accuracy and then will be sent to the Board. The fact sheet is to be used as a reference when discussing the program with legislators and others.
ACTION: Any Board member that has contact with a legislator should discuss the WVRHEP program accomplishments and report back to their Coordinator.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: GRANT WRITING WORKSHOP
DISCUSSION: Patty Dorsey, Bonita Jackson, Gaye Mitchell, and Malinda Turner attended a Grant Writing Workshop sponsored by WVRHEP on July 26. The workshop provided participants with two manuals that can be borrowed from the consortium on grant writing. The workshop was well presented and participants learned a great deal. Mr. Morgan questioned whether the consortium foresees the need to do grant writing. Mrs. Turner stated that several consortia use grants to supplement their budgets or provide special projects and this may be a possibility in the future.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: WVRHEP ADVISORY PANEL REPORT
DISCUSSION: Mrs. Turner reported for Gaye Mitchell who was unable to attend the meeting. Board members are encouraged to attend the new Community Committee meeting that is held in combination with the WVRHEP bi-monthly committee meetings. Mrs. Mitchell has requested Board members contact her by e-mail with issues they would like to see addressed or discussed. Her e-mail is gmitchell@mountain.net.
Mrs. Mitchell attended her first WVRHEP Finance Committee meeting. This committee reviewed several special projects requests for funding. Two requests that were not funded were the CARDIAC project and an increased budget request for Faculty Development Day from the WVRHEP Faculty Development Committee. Mrs. Mitchell is also serving on a sub-committee to review the allocation of the WVRHEP budget for the 2001/2002 fiscal year. This sub-committee has not met.
Mrs. Turner reported that the Faculty Development Committee, School Committee, and Site Coordinators met for a general meeting to review WVRHEP policies. The Board had forwarded comments on the revisions to the On-Site Director of Clinical Education policy. These revisions were discussed but no action was taken at that time.
ACTION: Received as information.
FOLLOW-UP: Mrs. Turner will contact Dr. Cannarella on the status of the On-Site Director of Clinical Education policy and report at the next meeting.
AGENDA ITEM: REQUEST FOR CARDIAC PROJECT FUNDING
DISCUSSION: The CARDIAC project was not funded by the WVRHEP Finance Committee. The CARDIAC project is a cholesterol screening project that tests students in 5th grade for cholesterol. The project was offered last year in Hardy County. Dr. William Neal, project director, has requested the project be administered in both Hardy and Grant County this year. The project will cost $1,000 for each county. Mr. Morgan questioned where the consortium had funds available for this project. Mrs. Turner indicated this could be covered under Special Projects funding.
ACTION: The Board approved funding in the amount of $2,000 for the CARDIAC project for Hardy and Grant Counties for the 2000/2001 fiscal year (Motion: Dilley, Norton). Motion passed.
FOLLOW-UP: None required.
AGENDA ITEM: HARPERS FERRY RURAL RESIDENCY PROGRAM
DISCUSSION: A report was distributed by Dr. K.C. Nau for the Partnership in Rural Family Medicine Physician Training and Placement program. This report completes the second year of a three year funding program. The program provides funding for Harpers Ferry Family Medicine rural residents to complete one-month electives in a county covered by the consortium except Berkeley and Jefferson. The intent of the program is to expose residents to practice opportunities and rural medicine.
Mrs. Turner requested two clarifications on expenses that were submitted for reimbursement for the second year funding. Dr. Tonya Washington completed a second rural rotation. When this rotation was requested, the program did not indicate that the consortium would be billed for her time and expenses. Dr. Palmer was supposed to be the last resident in the 1999/2000 program. Harpers Ferry placed Dr. Palmer in the 2001/2002 year which allowed Dr. Washington the funding to complete another rotation.
The second clarification is for travel reimbursement requested by Dr. Palmer. The consortium had housing in Romney that Dr. Palmer requested, but he chose to drive back and forth from home during his rotation.
The Board discussed the rural residency program and the purpose of the rural rotations. Dr. Nau’s letter requested the consortium continue funding the current proposal for another three years. The Board discussed guidelines for the rural residency program and the need to have this reviewed prior to a decision being made.
ACTION: Dr. Washington’s second rural rotation was approved for funding. Dr. Palmer’s request for travel reimbursement was not approved (Motion: Dilley, Burns). Motion passed. Mrs. Turner will send Dr. Palmer a memo indicating his travel during the week was not approved. Mrs. Turner will send Dr. Nau a memo requesting he submit a proposal to extend funding for the rural residency rotation program.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: AFFILIATION AGREEMENT - SHENANDOAH UNIVERSITY
DISCUSSION: The consortium signed an affiliation agreement with Shenandoah University in order for a nurse practitioner student, Roberta McCauley, to complete a rotation at Shenandoah Valley Medical System.
ACTION: Received as information.
FOLLOW-UP: None required.
The Board voted to go into executive session at 10:50 a.m. (Motion: Harman, Dilley). Motion passed.
The Board recovened in regular session at 12:15 p.m. Mr. Morgan stated that in the executive session the Board discussed personnel and salary issues. The Board developed and approved a wage scale for the Coordinator and Secretary/Support Staff positions (Motion: Dilley, Norton). Motion passed.
ADJOURNMENT: 12:25 p.m.
A.M.S. Morgan, III
Board Chairperson