SPA Board Minutes - Special Meeting
July 30th, 2009

Present:

Michael Brandt, Brenda Bray, Michael Glockling, Sue Marchi Kellogg, Brandy Singer, Andrew Helm, Colleen Terriff, Lori Ruff

Absent:

Michelle Sodorff, Bill Fassett, Andrew Harbison

Meeting called to order at 7AM by SPA President, Brenda Bray.

Action/Discussion Items:

SPA Drug Alert Surveys

  • Brief discussion.  Bill Fassett, Brenda Bray and Sue Kellogg to follow up.

 

Discussion ranged widely regarding how SPA will conduct business after the retirement of Marguerite Villars. Consensus was formed regarding the following (responsible board members names follow in italics):

Finances

  • Recommendation from the board for SPA to consult with an accounting firm to review current SPA financial practice and make certain SPA stays current with new regulations such as “red flag” regulations which is a now a required policy for organizations who operate with a delay in payment from the time of the transaction – for example a check written which is not cashed until the next week. (Michelle Sodorff and Bill Fassett)

  • Mike Glockling will assume SPA mail retrieval responsibilities from the post office box – this is to ensure that the person receiving the mail does not also have signing authority with the SPA bank account.  Mail will be retrieved twice monthly. (Mike Glockling)

  • Recommendation for the board for SPA to begin using a receipt book for monies collected at CE’s and other events – this will help track money and record it as membership, dinner expense etc.  We won’t be providing receipts for small donations into the scholarship fund (but the money will be identified that way).

  • SPA will issue debit cards to the following positions:  President (Brenda Bray), Vice-President (Bill Fassett), Treasurer (Michelle Sodorff), and CE Chair (Michael Brandt).  Michelle to follow up to find out about bank rules regarding “no cash withdrawals” and the $2500 limit – is this per 24 hour period?

Continuing Education

  • SPA will develop a functional sign in sheet (ideally in excel) for CE activities and other events to make certain all the correct info is collected and verified as accurate and will include email address, mailing address, membership status, signature/initials columns.  RSVP lists will be generated the day before an event.  Michael Brandt and Sharon Fassett to develop sign-in sheet. 

  • CE certificates will be e-mailed out by the CE Chair (Michael Brandt) based on the information on the sign-in sheet.  Brenda, Brandy, and Sharon Fassett to follow up on RSVP policy moving forward (will allow for a few non RSVP pharmacists in attendance rather than create alternate sign up methods for technology-challenged pharmacists).

  • Marguerite Villars to be consulted about CE records over the past year (audit purposes). (Brenda Bray)

  • At least one SPA Board member will attend each CE event to coordinate the check-in table (sign in sheet, collect money etc).  Student pharmacist board member will help staff the welcome table at all SPA events and promote the student scholarship.  Student board members will not be required to attend all events, but will instead be responsible for finding fellow students to help on a volunteer basis. (Andrew Helm and Andrew Harbison).

  • Early planning for future CE events – Colleen Terriff will do a flu update CE in early October to coincide with new flu vaccine release.  Brenda will look at APhA and WSPA vaccine certification programs as a possible SPA organized event.

Membership

  • Membership lists will be routinely reconciled between the treasurer and the webmaster (clarification from meeting) based on the on-line membership system of SPA and WSPA.

  • Membership cards will be mailed to each member by the webmaster and/or Vice President (Sharon and Bill Fassett).

General

  • A notice will be included in the next two SPA newsletters informing members that starting January 2010, all newsletters will be distributed in an electronic format ONLY. No hard copies will be mailed starting in January 2010.
  • As we move forward with changes in board member responsibilities and assignments, SPA bylaws need to be updated to reflect changes in practice. Focus will be on flexibility in the language to keep bylaws easy to transition over the years as board members change. Categories include the following:
    • General suggestions will be developed by Andrew Helm and Bill Fassett.
    • Mail retrieval suggestion by Mike Glockling and Michelle Sodorff.
    • Updated duties and signature authority suggestion by Michael Brandt (for CE’s, W-9’s, etc.).
    • More clearly define student pharmacist member duties/responsibilities.

 

Meeting adjourned at 8:15AM.

Minutes recorded and submitted by and submitted by Andrew Helm, B.S., PharmD Candidate 2011

 

Next Board Meeting scheduled for Tuesday, September 8th, 2009.