NAMI Texas Board Meeting Crockett Hotel San Antonio, TX January 14 &15, 2012 The meeting was called to order by President Eric Willard at 8:40am on Saturday January 14, 2012. Voting Directors Present: Eric Willard (President), Joe Powell, David Gibson, Basil Casteleyn, Andrea Hazlitt, Paula Hendrix, Jane Harmon, Amanda Smith, Jody Schulz Voting Directors Absent (excused): John Tatum, Sharon DeBlanc, Ed Dickey Non-voting Directors Present: Patti Haynes, Jackie Shannon, Maurice Dutton, Cliff McGlotten Non-voting Directors Absent: Jeanine Hayes, Amber Dorsett Staff Present: Robin Peyson Visitors: Rose McCorkle (Austin), Doug Beach (NAMI San Antonio), Luke and Joyce Mc Daniel (Kerrville), Dottie and Bob Deschner (San Antonio), Brett Niles (San Antonio), Bill and Trisha Matthews (Kerrville) Announcement: Region 4 Director Melinda Martin s resignation due to family concerns was accepted. Position needs to be filled. NAMI Texas Secretary Responsibilities are posted in the Webexone folder for this meeting. Agenda - Maurice Dutton moved that the amended agenda be approved. Following a second the motion carried. Board was queried for conflict of interests. No conflicts were noted. Welcome Visitors and Introductions Approval of Minutes: Reviewed December 7, 2011 meeting minutes. Revisions were suggested and noted by Andrea Hazlitt who will make the corrections. Patti Haynes moved to accept the minutes as corrected. Following a second the motion carried. Executive Director s Report (refer to written report) 1. A profit of $10,433 was realized from the conference. 2. Robin distributed the Executive Summary of the Greenlights Report on Via Hope study. Results of the study will be used to make recommendations on the structure of Via Hope. Maurice explained the collaborative efforts of the major advocacy groups. Next phase of the Greenlights study is to consider various models for structure; for example, a Mental Health America and NAMI Texas collaboration is one option. ACTION: Robin Peyson to address missing entries in conference financial report; for example, online registrants and stipend recipients.
Financial Report (refer to written report) 1. Concern was voiced by Basil Casteleyn, Jr. about the limitations of Quickbooks. ACTION: Look at Peachtree versus Quick Books and make recommendations to the Board. (Robin Peyson and Finance Committee) 2. Finance committee will meet monthly to review the monthly financial reports, status of budget, investigate and make adjustments throughout the year as needed per the NAMI TX flexible budget policy. NAMI TX is transitioning to a fiscal year aligned with the calendar (ie, Jan 1 Dec 31, 2012. 3. There is a continuing need to be less reliant on grant monies for operation. Basil noted that we have unrestricted funds available for only 1.5 months of operations if we lose the grants. Various guidelines for the desired level of unrestricted funding were cited as ranging from 24 months to 6 months to 2 months. We also need a plan to manage the NAMI TX finances if Financial Manager Kristalle Jaime becomes unavailable. Action: Investigate and report to finance committee on cost of bringing Gavin of TANO up to speed on NAMI TX financial management processes. (Robin) Action: Prepare a written Standard Operating Procedure for the financial procedures of NAMI Texas and ensure that Robin Peyson and/or the Treasurer knows where to find the passwords in Kristalle s absence.(robin/kristalle) Andrea Hazlitt moved to accept the financial report. Following a second the motion passed. 2012 NAMI Texas Annual Budget (refer to the 2012 Budget draft distributed in the meeting) Basil Casteleyn, Jr suggested that consideration of the budget as presented be delayed until the February meeting due to its late submission to the Finance Committee. Patti Haynes moved that approval of the budget be delayed until the February meeting to allow the finance committee time for a thorough review. Following a second, the motion carried. The Code of Ethics for NAMI Texas BOD and NAMI Texas Conflict of Interest Policy documents were distributed to each Director who read, signed, and returned to Robin Peyson. April 14 & 15, 2012 Ft Davis BOD meeting at Indian Lodge (Indian.Lodge@tpwd.state.tx.us) Details were presented by David Gibson. ACTION: Eric Willard recommended that affiliates should receive invitations from their Regional Director to attend in-person board meetings scheduled for venues close to them. The closest affiliates to Ft Davis are NAMI El Paso and NAMI Midland. 2012 NAMI Texas Conference Theme (refer to the posted report) 1. Eric Willard nominated Rose McCorkle to serve on the Conference Planning Committee. David Gibson moved that her nomination be approved and following a second, the motion carried. 2. The conference will occur just prior to the November 2012 general election, suggesting an advocacy emphasis. 3. Robin shared ideas on how to link conference theme with NAMI Texas strategic plan being leader in peer provided education / recovery. 4. Multiple ideas for a theme were discussed then each person present wrote their favorite idea(s) on piece of paper. These were collected and read to the group by Jody Schultz. After further discussion the theme Partnering for Change, Building the Future was selected. Ideas for a logo included the use of building blocks shaped as pyramid or bridge and labeled with various constituent groups;
for example, consumers, family, medical professionals, providers, peers, affiliates, educators, law enforcement, legislators, etc 5. Suggested Tracks / Workshop topics included: How to integrate the legislative track. Contact with legislators. How to make mental health issues of children and adolescents part of the conference. Prevention build on protective factors. Theme needs to generate interest from professionals. Importance of CEUs Affiliate advocacy / Statewide CIT representation Integration (of substance abuse and mental illness) Trauma Informed Care Strategic Plan Overview see attached Robin Peyson stressed that a strategic plan is a living document and should be referred to during committees meetings this afternoon. Standards of Excellence Update John Dornheim is chair of the Standards of Excellence Committee. All chartering documents required by NAMI are to be posted in a designated site within the NAMI website. Ben Staples will be informed when the documents are ready for review. Thus far, only three states have been chartered. Affiliates cannot start the process of Affiliation until the State is chartered. Webinars have been scheduled for training Affiliates. Templates are available on NAMI Texas website for affiliates to use. LUNCH Breakout Session #1 The following committees met to develop 2012 goals and objectives consistent with moving the NAMI TX Strategic Plan forward. Results will be presented to the entire BOD on Sunday. - Bylaws and Governance (Chair Jackie Shannon) - Fundraising (Chair Basil Casteleyn) - Education (Chair Paula Hendrix) NAMI Kerrville presentation presented by NAMI Kerrville President Bill Matthews *See attached outline provided by Mr. Matthews Summary: The affiliate is struggling with a diminished membership. Their #1 concern is support for growing/increasing affiliate membership. Specific needs include: A standard NAMI PowerPoint presentation (script and slides), brochures, marketing information with statistics about mental illness, templates, etc. that could travel. ACTION: Robin Peyson will send copies of our DVD and Mental Health 101 to NAMI Kerrville. Assistance in setting up a jail diversion program. Robin can help arrange training contacts. Basil Casteleyn, Jr offered his assistance (this affiliate is in his region). Cliff McGlotten offered contacts to work with veterans who get into legal problems.
Would like the public policy committee to take up the issue of getting legislation that would allow families and caregivers access and communication about medical treatment (without a signed release of information). Would like NAMI Texas to provide one complementary registration for a local decision maker to attend the annual state convention. Suggest that a Board member partner with this individual during the conference. Need help with providing the NAMI Family-to-Family Program. Patti asked that all affiliate contact information be updated so that they receive notices of upcoming training(s). NAMI San Antonio presentation presented by Doug Beach (Treasurer), Brett Niles, and Bob Deschner Doug Beach: Methodist Health Care Ministries made a significant donation to NAMI San Antonio to deal with issues of homelessness (Haven for Hope). Had missed the problem of the mental illness in the homeless population. Bexar County Consortium Funds were put into community health care (transfer of funds formerly used to treat persons with mental illness in the local emergency rooms). Have been conducting focus groups with educators, law enforcement, family members to develop plan of action. Center for Health Care Services has limited their support (financial) for the Mental Health Care for Families Conference. Majority of board members are newly elected. Have lots of work to do. Need a business plan. Need help with a member retention plan. They have goal of seamless transition to manage the change in their board. Have hosted multiple Family-to-Family Programs, and other NAMI education programs. What do they need from NAMI Texas? Talking Points brochure to educate the community on mental illness/mental health. Mechanism to mobilize the entire state on legislative issues. How to reach people in small rural populations. Bob Deschner (Education director) spoke of the challenges SA faces with the return of veterans from Iraq and Afghanistan. Need to implement programs to deal with the mental health issues that these veterans exhibit. Need to provide programs to support transition to civilian life. Brett Niles (project manager): Need planning, strategy. Focused efforts get focused results, Prior planning prevents poor results, Can only do what resourced to do. What are the top 5 or 6 priorities? BREAK Break Out Session #2 The following committees met to develop 2012 goals and objectives based on the Strategic Plan. Results will be presented to the entire BOD on Sunday. - Public Policy (Vice-chair Maurice Dutton) - Affiliate Outreach (Chair Patti Haynes) - Consumer Council (Chair Rose McCorkle)
Break Out Session #3 The following committees met to develop 2012 goals and objectives based on the Strategic Plan. Results will be presented to the entire BOD on Sunday. - Membership (Chair Jody Schulz) - Conference Planning (Steering Committee: Eric Willard, Ed Dickey, Andrea Hazlitt) - Nominations/Elections - (Chair David Gibson) Regional Directors Reports Region 1 David Gibson Promised to provide a written report. Region 2 vacant Re-approach Joe Powell and Sharon DeBlanc to see if they could share coverage of this region. Region 3 Eric Willard Eric promised to provide a written report. Region 4 vacant Jackie Shannon reported orally for Melinda Martin who resigned. Jackie will continue to maintain contact with Region 4 affiliates until a replacement Director is identified. Has been talking with Judy Craig in Midland. Struggling to keep the NAMI Midland going. Planning a thankyou function for their mental health deputies. NAMI Concho Valley, although losing membership, has good attendance at the monthly general membership meetings. Lacking a Family-to-Family education program. Have identified persons who are interested in doing the Partnership program. Need training. Region 5 Jane Harmon Written report is posted here. Contacted all affiliates in Region 5 (Temple NAMI, NAMI Austin, Brazos Valley, NAMI Waco). Only response was from executive director of NAMI Waco, Cynthia Cunningham. NAMI Waco is planning fundraiser in the summer 2012 with national speaker, Yashi Brown. She is family to the Jacksons and her speaking for no cost would be of benefit to the organization, her travel and hotel would have to be paid for by NAMI Waco but there would be a charge for the event so it should cover any cost incurred and hopefully raise extra money for NAMI Waco. NAMI Waco would be very interested in making this a joint project with other affiliates who may be interested. They are also sponsoring an open house for everyone to visit the NAMI Waco office on January 27 th. The family support group has been reinstated. Membership appreciation Brunch scheduled for Feb 25 th. Membership drive March 25 th. Jody Schulz added for Brenham Chapter of NAMI Brazos Valley education is ongoing. Community collaboration between law enforcement and providers to bring in telemedicine by June. Region 6 Paula Hendrix * need to provide written report per guidelines Region 7 Basil Casteleyn *Promised to provide written report. Region 8 Andrea Hazlitt *See report posted on Webexone. Jody Schulz will share responsibility for contacting 2 of the 6 Affiliates in Region 8 --- NAMI Ft Bend and NAMI Montgomery County. Region 9 filled by at large Director Amanda Smith who will report at next face-to-face meeting in April.
Patti Haynes moved to include affiliates in the agenda for face-to-face BOD meetings held in their regions. Following a second the motion passed. Committee Appointments: Eric Willard moved to appoint Bill Mathews to Bylaws/Governance Committee. Following a second the motion passed. Patti Haynes moved to appoint Rose McCorkle to Conference Planning Committee. Following a second the motion passed. Patti Haynes moved to appoint Joe Powell, Cliff McGlotten, and Carolyn Karbowski to the Education committee. Following a second the motion passed. Basil Casteleyn Jr moved to appoint Jackie Shannon and Paula Hendrix to the Standards of Excellence Committee. Following a second the motion passed. Adjourned until 8:00am Sunday 1/15 The meeting was reconvened by President Eric Willlard at 8:15 am on Sunday 1/15/2012 Committee Reports Education Committee (Paula) *See written report posted on Webexone A written copy of 2012 Goals was promised. Jackie identified that the smaller affiliates need assistance with linking with the VA. ACTION: Directors were asked to send resources to Paula to put up on the website Joe Powell mentioned he knew federal grants which could provide funds for Connections training. Public Policy Committee (Maurice or Jackie) * See written report posted on Webexone A written copy of 2012 Goals was promised. Maurice Dutton moved to amend the Strategic Plan as follows: a. Goal 4 Objective A by deleting the phrase beyond the existing emphasis on stabilization and maintenance with medications. b. Goal 4 Objective A Activity 3 by changing the wording to NAMI Texas shall support Affiliates in participating in developing and implementing a state-wide legislative plan. c. Add Activity 4 to Goal 4 Objective A NAMI TX shall implement an effective communication network through website, blog/, and/or facebook technology. The motion passed following a second. Eric Willard moved to remove the word expertise from Goal 4, Objective A. Following discussion after the second, the motion was carried by a vote of 5 to 2.
ACTION: Refer all proposed and approved revisions by the various committees to an ad hoc Strategic Plan Committee. Membership Committee (Jody) A written copy of 2012 Goals was promised. Eric brought up issue of documenting time of renewal, for example having a membership card with renewal date on it similar to those used by NAMI Waco. Cliff moved to have a discussion on membership issues in the next meeting. The motion carried after a second. The motion was amended to delay discussion until the March meeting. The motion carried following a second. Fundraising Committee (Basil) A written copy of 2012 Goals was promised. Andrea moved that a policy/procedure be developed to clarify that donor or membership lists will not be sold to any outside group. The motion passed unanimously following a second. Conference Planning Committee (Eric) *See written report posted on Webexone. The committee did not meet during the designated time because of extensive time spent during the meeting as a whole on Theme development. Partnering for change: Building the Future Bylaws/Governance Committee (Jackie) A written copy of 2012 Goals was promised. Affiliate Outreach Committee (Pattie) *See written report posted on Webexone. A written copy of 2012 Goals was posted on Webexoxne as promised. Patti moved to amend Strategic Plan to include a statement that there be an affiliate track in the annual conference. Motion passed following a second. Consumer Council (Rose) *See written report distributed at meeting (please post it on Webexone) ACTION: Find a way to ensure that no Directors are excluded from attending BOD meetings due to personal financial issues.
Nominations/Elections Committee (David) ACTION: David is aware of open positions on the Board and the committee will begin working to recruit qualified candidates. ACTION: Robin to send a survey to David Gibson for distribution to current board members to assess skills and interests. Human Resource Committee (Andrea) *See written report posted on Webexone. Executive Committee Report (Eric) *See written report posted on Webexone. Amanda Smith moved that the Policy on Donations be referred for review to the Bylaws/governance committee. The motion passed following a second. Integration Subcommittee (Joe) Goal is to integrate Mental Health and Substance Use into the strategic plan by making needed changes that indicate integration. The proposed changes were read aloud. ACTION: Robin will provide a written copy of the proposed changes to the strategic plan. Joe Powell moved to make the suggested changes to the strategic plan. The motion passed following a second President Eric Willard called the Executive Session to order at 11:15 am. The BOD reviewed documents provided by Andrea Hazlitt, chair of the HR committee. All of the documents have been or will soon be given to the Executive Director. After the discussion, David Gibson moved to close the Executive Session and reconvene the general BOD meeting. The motion passed following a second. On return to the general meeting, David Gibson moved that the amended 2012 BOD Priorities for the Executive Director be approved and given to Robin Peyson by the HRC during the job performance review meeting with her later today. The motion passed following a second. At 12:40 pm a motion to adjourn was accepted. Prepared by Jane Harmon, Board Secretary pro tem assisted by Andrea Hazlitt, 2011 Board Secretary Approved by unanimously vote of the BOD on March 7, 2012
APPENDIX BOD Approved Committee Directions and Goals EDUCATION REPORT Paula Hendrix, Education Chair The Education Committee met at our January 14, 2012 BOD meeting in San Antonio to develop our priorities for 2012. Present were: Joe Powell, Cliff McGlotten, David Gibson, and Paula Hendrix. The following goals were set: 1. Complete DVD for Partnerships. (Note--the 2nd editing of the printed copy of the Partnerships manual is being edited, then it will be released for printing. Each affiliate will receive a copy.) 2. Complete MH 101 and distribute to affiliates. 3. Compile a list of VA resources and post on NAMI Texas website. 4. Send information to affiliates on National Awareness campaigns and encourage them to participate. 1. Engage a lobbyist when time is right Public Policy Committee Maurice Dutton, vice chair 2. Employ a full time policy specialist if/when funds are available 3. Initiate the Affiliate Protocol for participating in public policy 4. Develop a legislative platform and priorities 5. Educate the affiliates in the platform and how to advocate Summary Conference Planning Committee Report Ed Dickey, David Gibson, Andrea Hazlitt, Eric Willard CPC discussed the purpose of the conference: education or fundraising. The general consensus was to emphasize various educational opportunities that would bring in more attendance from the consumer and young family demographics while maintaining current participation. Conference should be financially sound but not focused on fundraising. Theme: Partnering for Change, Building the Future was selected in the January 14 NOD meeting after group discussion.
Program elements: CPC Recommended the professional track to be for social workers, licensed professional counselors, and possibly psychiatric nurse practitioners, with the latter group hopefully with the help of Jane. the legislative session in 2013 must be incorporated into a track and Ed is soliciting help from Sharon, Chair of the PPC, on this. address issues of children with mental illness at the conference if not in its own track. to include NAMI signature education programs/how to use in rural areas/requirements Bylaws and Governance Committee Jackie Shannon, Chair During the January NAMI Texas Board meeting in San Antonio, the Bylaws/Governance Committee met briefly to discuss plans for the year based on the Strategic Plan. The committee will review the NAMI Texas application to NAMI to achieve chartering in order to determine implications for bylaws and governance. In addition, the committee has plans to create some templates for affiliates to develop and/or amend their bylaws and policies/procedures. Affiliate Outreach Committee Meeting Patti Haynes, Chair The meeting was held Saturday January 14, 2012 at 4pm in San Antonio. Present: Patti Haynes, Joe Powell, Paula Hendrix, David Gibson, Rose McCorkle Visitors: Bob and Dottie Deschner Absent: Ed Dickey, Karen Garber, Frank Shipp, After looking through the Strategic Plan, the following is what the committee decided to focus on this year: 1. Goal 2: Objective A, 4 - Provide four learning opportunities for Affiliate Development using webinars in FY 2011. The preferred topics and times will be identified using surveys to Affiliate Presidents. a. First webinar will be on Board Training Joe will provide Patti with a template for webinars.
2. Goal 2: Objective A, 5 - Hold monthly Affiliate President Conference calls on topics that support Affiliate development and mission. a. The committee decided to open the monthly conference calls to Affiliate board members to increase participation and to make sure information is getting through to the membership when needed. b. Send out survey with the following: i. Day of the week & time ii. iii. Topics you are interested in having discussed List 5 board members that can be on the call (name and email address) 3. Goal 4: Objective B, 2 - Identify and make available to Affiliates and members resources that support wellness and whole health. a. Each member will send resources (books, DVDs, websites w/reviews if possible) to add to the NAMI Texas website under a new resource page. Bill Matthews & Bob Deschner will also send resources. I will send out a request to namitx yahoo list for resources. b. Create a Veteran s resource list to add to the NAMI Texas website. Bob Deschner will help with this. We also are responsible for the following: 1. Affiliation and Building Tracks a. First two we will be having: i. Grant Writing Will ask Robin for a recommendation ii. Standards of Excellence Agreed to invite Ben Staples with NAMI 2. Annual Affiliate Presidents Appreciation Luncheon at the annual Conference. will be discussed as a later date. We will add the following to the Strategic Plan: Goal2: Objective A: Activities: 6. Have an Affiliate track during the Annual Conference