Meeting was called to order at 9:06AM Friday, January 10, 2014 by Tom Henderson, President Viginia Washington D.C. Chapter Healthcare Financial Management Association Board Meeting Minutes January 10, 2014 Richmond, Children s Hospital Board Room Members present: Tom Henderson, Elizabeth Staas, Patrick Miller, Jessica Poston, Lynne Wisehart, Mike McNeely, Dave Karluk, Jennie Bauer, Khalida Burton, Dave Karluck and Kyle Fredette. Members on Conference Line: NONE Members not present: Steve Quiriconi Non-Members present: Alan Brenneman, Angela Kite, Peggy Tucker Tom Henderson Tom announced that Desiree Beamer had resigned her position and an immediate search via a Call for Action was sent by President Elect, Lynne Wisehart to seek a replacement. Jennie Bauer was selected as a candidate for membership Chair. A motion was put forth by Lynne Wisehart and seconded by Jessica Poston for Jennie to become Membership Chair. Jennie Bauer was voted in as Membership Chair to complete the chapter year. There will be a ballot for upcoming years positions. Tom Henderson Membership Satisfaction. Results are in and the VA=-DC HFMA Chapter scored 67% in the most recent national survey---holding even. Tom will send out the report and we can discuss at the February Board Conference Call. Tom Henderson Tom shared our mini-ltc Planning goals and agenda and the successes from previous meetings. The Board reviewed and discussed plans for upcoming LTC and conducted a mini-ltc meeting. Tom Henderson Tom reviewed calendar dates of upcoming events and due dates for each area. Tom Henderson Tom reviewed overview of website work and engaged Patrick to comment further when we get to the Webmaster section of our meeting Tom Henderson Tom shared with board that he had engaged Past President Garry Bowman to be a Mast of Ceremonies at our upcoming multiday meeting, March 18-21 which will be the chapter s 60 th Anniversary. Garry will host a Past President s reception on Tuesday evening, March 18 following the Board Meeting. ACTION: Tom will send out a calendar invite to all board members regarding the change of time for our next board meeting to 3:30 5:30 followed by a cocktail reception for Past Presidents 7:00-8:30. ACTION: Tom will inquire of Garry Bowman to serve as the Chair for our Officer Installation at upcoming Spring Meeting. Page 1
Secretary s Elizabeth Staas presented the Secretary s Elizabeth Staas distributed the CBSC current report, Chapter Calendar, CBSC Goals with changes from prior year, DCMS Chapter Acknowledgement, September 2013 Board Minutes and Current PPT. Update: Yerger Awards Lynne working on Sponsorship Yerger, Elizabeth working on Collaboration Yerger (with MD Chapter), Jessica working on Provider Participation Yerger, Elizabeth seeking information on Membership Satisfaction Yerger (for jump from 2012 to 2013 results). Lynne offered Kim Coker to assist in Yerger for MidAtlantic. Documents and current standings were discussed by the group. Chapter Requirements have been met, thus far. The goals, targets and pace for each subcategory were reviewed at a high level. Each subcategory would be discussed in greater detail as each committee chair presented their committee report. Regional Operating Agreement was reviewed as well regarding the education hours and financial split for the Mid Atlantic Meeting. It was discussed the VA-DC Chapter would need to ensure accurate calculation of hours and financial profit/loss according to Regional Operating Agreement and participation from each chapter. Elizabeth to provide Tom cover letter and financial breakdown. End result---the MidAtlantic broke even by not requesting $300 from each chapter (as agreed upon) for door prizes. ACTION: Lynne to add mini-ltc to PPT for planning time done today. Jessica to provide Lynne a current entry that can be overwritten Treasurer s Mike McNeely presented the Treasurers. Mike reviewed the Balance Sheet/Income Statement and P&L; advised that Cash Basis Accounting is used as the current method of accounting. Overview is that we are meeting our days Cash on Hand and we are in a healthy position. Discussion included the following: Online Banking Update utilizing SunTrust due to access to funds, ease of use and trusted relationship. Tom passed out congratulations to Mike for turning around the treasure s area and ensuring accuracy and a positive balance sheet Page 2
Philip Graybeal has been contacted and has agreed to take over the Treasure s role upon Tom s tenure concluding. ACTION: Mike to collaborate on turning over the duties and responsibilities with Philip to ensure a smooth transition. Education Jessica Poston presented the Education. Jessica presented a request for the chapter to purchase a projector (in lieu of member borrowing. She identified one for $542. The Board recommended she seek alternative solutions to find the best options with a $1000 ceiling price. Jessica reviewed PPT and shared the goals and also that she predicts she will meet them in a timely fashion Jessica reviewed the DC/MD event and that it will occur next summer 2015 Jessica discussed the charitable Endeavor for SPRING Meeting Suited for Change. She will send out notices to all that are registered. A headshot sponsor will be engaged (as in MidAtlantic) for the Spring Meeting. Meetings will be held on Wednesday, march 19 10:00AM 11:30AM Coaching Certification will occur Wednesday, march 19 8:00AM 10:00AM National requested a closed CFO Luncheon at this meeting. Jessica will seek clarification as to purpose and see if times can be re-arranged to accommodate. PAS Panel for Spring will include a Women in Leadership Event, New Member Reception, CFO Panel, CIO Panel, Officer Installation during Thursday Lunch, Dinner on your own both evenings, 60 th Anniversary Celebration and Door Prizes at conclusion of Meeting Friday. ACTION: Kyle to discern spacing to see how many exhibitors we can fit ACTION: Elizabeth will reach out to AAHAM regarding payer Summit to identify best contact ACTION: Fees (Early Bird/Registration for Spring Meeting) Jessica will identify fee structure She shared the current PPT Calendar and noted the webinars listed are placeholders at this time. Jessica shares chapter receives quarterly reports from national Page 3
to ensure compliance. Jessica will ask National for trending reports. Struggles continue with sub-committee participation which requires personal attention from the two chairs to encourage. Comments were made regarding participation and to make headway in simplifying roles for subcommittee members. Membership Tom Presented and shared that he and Lynne will meet with Jennie to identify goals for upcoming months to include but not be limited to: Contact non-renewals Jenny to reach out to membership Jenny to give list to board of non-renewals to contact Jenny to review Chapter Leaders Section on HFMA National website Identify 1-2 Networking Events to incorporate with membership Theme Publication ACTION: Create an Education sub-committee to join Jennie for Networking. Recommendations identified that will need to be approached is Brian Moser. Patrick Miller presented the Publication report. Patrick shared new HFMA website and that some fine tuning is still in process. Patrick offered open forum to review, discuss and share thoughts for future needs and items. He is seeking to develop a provider centered web launch in February and a Hard launch near end of February.. Sponsorship Lynne Wisehart presented the Sponsorship s report. 28 current sponsors = $48K in sponsorship dollars. $58K was target previously set. Some commitments are still outstanding and Lynne is seeking those to be reconciled. ACTION: Lynne and Elizabeth to work on Provider/Sponsor options Elections Lynne has ballot created in CVENT for nomination recommendations for those up for election. A bylaw change will also be added to this to reduce # of requests from membership Page 4
ACTION: LTC 4/27/2014 4/29/2014 at Gaylord in Baltimore National harbor Center. Lynne to send calendar notice and details to board. Recommendation that all who can attend should. Scholarship Registration Steve Quiriconi - no report Kyle Fredette presented the Registration report. Kyle recommended board consider outsourcing the webinars as well. ACTION: Kyle to review proposal from FirstPoint for handling all chapter webinar registration and then share with Board. Certification Dave Karluk gave update on Certification Randy Bledsoe Certification Scholarship entitled Randy Bledsoe Memorial Scholarship for Certification Dave provided samples of guidelines and application: offers reimbursement if passed on first attempt (currently $395) with qualifications to apply: 2 years good standing membership Provider only Director Level or below Active member in Chapter ACTION: Dave to secure wording to ensure application must successfully pas exam in timeframe. Dave will submit to board to vote on once language has been changed. Bledsoe. Options included 1 st Provider to pass in HFMA Calendar year, Highest score. President s Other Business Adjournment NONE Adjourned at 12:56PM Respectfully Submitted, Elizabeth Staas, Secretary Page 5