Eastern WV Rural Health Education Consortium
Board Minutes
DATE: June 20, 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
Kathy Dilley, Community Representative
Patty Dorsey, Jefferson Memorial Hospital
Shari Elder, RHEP Secretary
David Fant, Shenandoah Valley Medical System
Sandria Glasscock, Grant County Health Department
Robert L. Harman, Grant Memorial Hospital
Lisa Hileman, Community Representative
Bonita Jackson, Community Representative
Kimberly Kline, Community Representative
Gaye Mitchell, Community Representative
A.M.S. "Rusty" Morgan, Community Representative
Barbara Norton, Community Representative
Joyce Teets, E.A. Hawse Health Center
Malinda Turner, RHEP Coordinator
AGENDA ITEM: APPROVAL OF MINUTES
DISCUSSION: There were no changes to the minutes.
ACTION: The minutes were approved as circulated (Motion: Boggs, Glasscock). Motion passed.
FOLLOW-UP: None required.
AGENDA ITEM: EXECUTIVE COMMITTEE REPORT
DISCUSSION: There were no changes to the Executive Committee minutes.
ACTION: The Executive Committee minutes were approved (Motion: Norton, Boggs). Motion passed.
FOLLOW-UP: An update on the status of each of the agenda items since the Executive Committee met will be discussed at today’s meeting.
AGENDA ITEM: MARTINSBURG COORDINATOR
DISCUSSION: A Search Committee has been formed to hire a Coordinator for the Martinsburg LRC. The Search Committee consists of Jon Applebaum, Dr. Rosemarie Cannarella, David Fant, Doris Griffin, Rusty Morgan, Patrick Nolan, and Malinda Turner. The Committee recommended the advertisement be revised and placed in the newspaper again. The Committee will be meeting by conference call in the next two weeks to review the additional applications and schedule interviews.
ACTION: Received as information.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: MARTINSBURG LRC
DISCUSSION: The Martinsburg LRC moved into their new facility on May 5. The telephone system has been purchased and installed. Quotes are being obtained for the office furniture. Students have after hours access to the LRC up until 10:00 p.m. The number of students who are using the LRC continues to increase.
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. The condominium agreements should be ready in the next week and will be forwarded to the consortium attorney for his review. A tentative date for closure on the LRC is July 13. Both Mr. Harman and Mr. Morgan will need to be present to sign the purchase agreement.
ACTION: Received as information.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: DEVELOPMENT OF COMMUNITY SERVICE
DISCUSSION: The quality of student community service in the consortium was discussed at the last Board meeting. This issue has also been discussed at several WVRHEP committee meetings. Two issues being discussed are the preceptor and/or the site coordinator’s role in scheduling/assigning community service and the liability associated with students completing community service without supervision.
ACTION: Mrs. Turner recommended the Board table this discussion until the WVRHEP program completes a review and provides the local consortium with a recommendation.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: ON-SITE DIRECTOR OF CLINICAL EDUCATION POLICY
DISCUSSION: The Board reviewed the proposed changes to the WVRHEP On-Site Director of Clinical Education Policy . The Board discussed the changes and how it affects the local consortium. 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 consortium Board of Directors.
The Board discussed ways in which the On-Site Clinical Directors could work closer with the local Board of Directors. A recommendation was made to have the Coordinators meet with their respective On-Site Clinical Directors before and after the Board meetings to increase their awareness of Board activities.
ACTION: The revisions discussed will be added to the policy along with a cover memo and forwarded to the Board for their review. After the Board’s approval, these will forwarded to the WVRHEP Faculty Development Chair, Dr. Rosemarie Cannarella, the WVRHEP Advisory Panel, the Chancellor of the University System, Dr. Don Weston, and the WVRHEP Executive Director, Hilda Heady.
FOLLOW-UP: An update will be provided at a future meeting.
AGENDA ITEM: PETERSBURG LRC UPDATE
DISCUSSION: Mr. Harman reported that a deposit has been made to Grafton Homes for the construction of the Petersburg LRC. The building is expected to be ready by Fall of this year. Mrs. Glasscock questioned whether the old LRC could be converted into student housing. Mr. Harman indicated this may be a possibility, but would require some renovation to the existing LRC.
ACTION: Received as information.
FOLLOW-UP: An update will be provided at the next meeting.
AGENDA ITEM: SPECIAL TEACHING AID COMMITTEE REPORT
DISCUSSION: A list of the requests received for the Special Teaching Aid program was distributed. The list included the preceptor, training site, type of equipment requested, cost of equipment, and amount funded. A few requests were not funded that did not meet the Special Teaching Aid guidelines. The Committee had requested additional information on some of the requests and that information had not been received prior to today’s meeting. Those requests are pending and will be decided by the Committee.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: TRAVEL REQUEST REPORT
DISCUSSION: Reports were distributed on the Community-Campus Partnerships for Health (CCPH) Conference attended by Lisa Hileman and Dr. Rosemarie Cannarella. Mrs. Hileman reported that WVRHEP was well-represented at this conference. Mrs. Hileman had an opportunity to meet with the WVRHEP Executive Director, Hilda Heady, during the conference. Ms. Heady suggested Mrs. Hileman bring four issues to the Board of Directors. They were:
1) Does the consortium want to remain 9 counties?
2) Who should be the Lead Agency for the consortium?
3) How can WVRHEP make the role of the community partner more valuable?
4) A concern that Site Coordinators are supervising other Site Coordinators.
Annette Boggs and Bonita Jackson had received a travel request approval to attend the State Health Education Council (SHEC) Conference. Both individuals were unable to attend the conference. Mrs. Boggs indicated she had the opportunity to attend another conference. Mrs. Boggs shared information with the Board on the Federal Volunteer Protection Act. This Act states that individuals who volunteer on Boards and do not receive more than $500 annually from that Board have protection under this Act on decisions made.
ACTION: The Board directed Mrs. Turner to send Dr. Cannarella a thank you letter for attending the CCPH conference. Mrs. Boggs has requested a copy of the Federal Volunteer Protection Act and will forward a copy of this to the Board of Directors.
FOLLOW-UP: None required.
AGENDA ITEM: LOCAL FACULTY DEVELOPMENT TRAINING (MARTINSBURG)
DISCUSSION: The Board had requested an update on the local faculty development training for Martinsburg. Mrs. Turner reported that Dr. Cannarella indicated that a training will not be offered this year in Martinsburg. Health providers have the opportunity to attend some training sessions held by a diabetes program. They also have been invited to attend the WVRHEP state faculty development training on October 6 & 7 at Snowshore Resort.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: LOCAL FACULTY DEVELOPMENT TRAINING (PETERSBURG)
DISCUSSION: A report was distributed from Dr. Fernando Indacochea on the local faculty development training held on May 4 for the Petersburg LRC. The total cost of the training was $818.63 which included Dr. Indacochea’s preparation and presentation time. Mrs. Glasscock commented that she enjoyed the training.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: 1ST-3RD QUARTER BUDGET REPORT
DISCUSSION: Mrs. Hileman commented that the Student Dinner program is very cost-effective and appreciated by RHEP students. Mrs. Baker commented that she is seeing students returning to the consortium for additional rotations. Mrs. Mitchell commended Mrs. Turner for the positive comments she receives from students regarding the organization and management of the Petersburg LRC.
ACTION: The 1st - 3rd Quarter Budget report was approved (Motion: Boggs, Jackson). Motion passed.
FOLLOW-UP: None required.
AGENDA ITEM: WVRHEP ADVISORY PANEL REPORT
DISCUSSION: Mrs. Mitchell provided a report from the May 15th WVRHEP Advisory Panel and committee meetings. A Committee for community members has been formed and held its first meeting. Each member of the Committee is to review programs and issues on the local level that are working well and share them with the Committee at the next meeting on July 17. Mrs. Mitchell invited other community board members to attend this meeting. Meetings are held all day and usually begin around 9:30 a.m. and end with the Advisory Panel meeting at 4:30 p.m.
Mrs. Mitchell announced that she has been selected to serve on the WVRHEP Finance Committee and will be attending her first meeting of this committee on July 17. Mrs. Turner reported that Mrs. Mitchell will also be serving on a Finance Sub-committee that has been charged with determining an equitable distribution of the funds received for the WVRHEP program. Mrs. Mitchell reported that from the information she has reviewed, our consortium has the state’s highest housing line item. This may need to be looked at in the future.
Mrs. Turner reported that all consortia have received the total WVRHEP budget by consortium as well as a list of the amount each consortium has in carryover. The consortium continues to have the largest carryover funds at $653,000. This has been raised as a concern from some other consortia.
ACTION: Received as information.
FOLLOW-UP: None required.
AGENDA ITEM: LEGISLATIVE UPDATE
DISCUSSION: Mrs. Turner reported that the Site Coordinators met with Hilda Heady and Dr. Don Weston at their June meeting. The focus of this meeting was how to communicate with Legislators regarding the WVRHEP program. The legislative bill, Senate Bill 161, that created the WVRHEP program is up for re-authorization in the 2001 legislative session. Mrs. Turner stated it is important that Legislators are aware of the value the WVRHEP program is to the community.
ACTION: Each Board member was encouraged to meet with their respective Legislators to express the importance of the WVRHEP program to the community. Board members need to let the Coordinators know who they have spoken to and whether the Legislator had any questions on the program.
FOLLOW-UP: Continue to monitor.
AGENDA ITEM: GRANT WRITING WORKSHOP
DISCUSSION: The WVRHEP program will be sponsoring a Grant Writing Workshop on July 26 in Flatwoods. Mrs. Turner will be attending the workshop and asked for three other volunteers who would be interested in attending. Mrs. Dorsey, Mrs. Jackson, and Mrs. Mitchell volunteered to attend.
ACTION: Mrs. Turner will forward information on the workshop to the individuals that volunteered.
FOLLOW-UP: None required.
AGENDA ITEM: MDTV
DISCUSSION: Mr. Harman informed the Board that the Mountaineer Doctor Television (MDTV) system at Grant Memorial Hospital is being reviewed. This system allows two-way communication between Morgantown and/or various hospitals throughout the state. Mr. Harman indicated that the hospital is considering removing the system. The hospital completed a six-month study and determined that very few health providers are utilizing the system. The annual cost of the system is $6,000 ($500 per month). Mr. Harman questioned the value of the system to the RHEP program and its providers and students. The state WVRHEP program has been encouraging students to use MDTV. The Board discussed issues related to MDTV usage.
ACTION: The Board tabled the discussion on MDTV. Mrs. Turner will contact the On-Site Directors of Clinical Education to determine their opinion on the usefulness of the MDTV system to the consortium.
FOLLOW-UP: A report will be provided at the next meeting.
David Fant excused himself from the meeting.
AGENDA ITEM: CONFERENCE ROOM USE
DISCUSSION: The Board discussed conference room use and whether the consortium should charge for usage at the Martinsburg and Petersburg LRCs. Mrs. Turner reported that the consortium has received several requests for the Martinsburg LRC conference room. The Petersburg LRC conference room has also been available to outside organizations without a charge. The Board discussed the impact on consortium staff, conflicts in scheduling, and responsibility for broken/damaged items. Preference should be given to health-related organizations.
ACTION: The Board approved usage of the consortium conference rooms by other organizations without a charge. Mrs. Turner will develop guidelines for conference room usage.
FOLLOW-UP: Continue to monitor.
ADJOURNMENT: 12:10 p.m.
A.M.S. Morgan, III
Board Chairperson