West Virginia Rural Health Education Partnerships Advisory Panel Meeting Minutes September 11, 1995 Days Inn, Flatwoods, WV Dr. Don Weston, Vice-Chancellor for Health Sciences, opened the meeting with introductions and then reviewed the history of Kellogg Community Partnerships and the West Virginia Rural Health Initiative, and how these programs are being integrated to form the West Virginia Rural Health Education Partnerships. He noted the important role that the Integration Committee, which draws its membership from both Kellogg and RHI, has played in the successful formation of WVRHEP. He further reviewed the importance of the role of the community in the developed of these partnership programs. Dr. Weston suggested that one of the first tasks for the Advisory Panel would be to select a chair from among the Panel’s community members and that this would be done at a later stage as the members become more familiar with one another and with the requirements of the program. Hilda R. Heady, WVRHEP’s Executive Director, proceeded to introduce the Panel to the “Advisory Panel Orientation and Reference Manual.” She noted that each meeting’s agenda, and any materials relevant to that agenda, will always be sent out in advance of the meeting. She suggested that the Panel membership place these items under tab 1 of the Reference Manual so that it would be easily accessible for review during panel meetings. Ms. Heady also discussed that a consent calendar would be utilized by the panel to use meeting time more efficiently. This process involves the mailing of items to be approved by the panel at the upcoming meeting such as previous meeting minutes, final drafts of policies, or final drafts of other documents, or other items that have already been under review and require little discussion. The consent calendar items should also be placed under tab 1 of the Reference Manual to facilitate easy access during meetings. Ms. Heady then generally reviewed the contents of the remainder of the Reference Manuals. These manuals have been prepared for the panel members and alternates and for each of the training sites. Copies of the manual will be mailed to those members and alternates not in attendance at today’s meeting and to the site coordinators. Ms. Heady led the Panel in a discussion of the vision, values, mission, and goals of the WVRHEP. Mary Huntley noted that the wording did not include the state government. It was agreed the government’s involvement in WVRHEP should be noted under bullet numbers 2 and 3 of the Principles. These changes were made. Bill McCutcheon suggested that the principles were too restrictive in that they suggested the program only enhanced the education of students that would be working in rural West Virginia. It was agreed that bullet number two in the Principles should be changed to reflect the positive impact that the program might have on all students that choose to practice in West Virginia. The Panel voted to accept the vision and goals, however, it was decided that they should also be placed on the consent calendar for the October meeting. This additional time would allow for the Panel’s membership to further contemplate the vision and goals of the program and propose any changes or additions at the October meeting. Dave Ellenwood reviewed the performance management strategies that will be utilized for evaluating and managing WVRHEP. He described the site’s goal setting and measurement of the achievement of those goals. Malinda Turner then gave a presentation describing how her consortium, the Eastern West Virginia Rural Health Education Consortium, had achieved its goals. Bob Walker asked if the performance management system would provide information about the WVRHEP’s general goals. Dave Ellenwood assured him that the system would. Dr. Weston suggested that we might investigate the number of wellness and prevention activities that are taking place within the Program. He discussed the possibility that additional funding might be accessed for the consortia to become more involved in wellness and prevention activities. John Mooney gave the report from the Integration Coordinating Committee by reviewing the integration proposals that have been submitted by the consortia. All have been approved except one. He briefly highlighted the status of each consortium, as follows: Camden-on-Gauley may encompass Webster and Nicholas Counties. Little Kanawha Area is moving into Gilmer, Pleasants, and Tyler Counties. Western Counties is a new consortium being formed in Mason, Lincoln, and Putnam Counties and may include some of the current membership of the Maternal and Child Health Consortium. This proposal is currently under review by the committee members and is pending. Fayette-Raleigh-Nicholas Consortium is losing Nicholas County. Rainelle is developing new relationships with several entities. Cameron has also picked up several additional sites. Spencer will encompass Roane and Jackson Counties. Bob Matthews articulated his concern that there may not be enough students to fill all the sites. John Mooney, however, suggested that the schools were concerned about the opposite problem, that there will not be enough room for all the students that need to do rotations once the mandated rotations are fully implemented. Joe Golden suggested that a factor that might limit the number of students that can rotate through the sites is Field Faculty fatigue. He suggested that Field Faculty might “burn out” if they are required to train too many students at one site or with the same preceptor. Tommy Mullins suggested that Field Faculty will also become less active in the program if they lose too much revenue due to losing patient contact time as a result of spending time with students. Arnie Hassen asked about the make-up and function of the school committee. Don Weston read the list of names from the Reference Manual, and stated that this group was similar to an executive committee that he appointed and that this committee is advisory to him in matters involving rural health in general as well as the WVRHEP program. He suggested that its membership functioned as his eyes and hands in the program. The Panel discussed changing the WVRHEP Advisory Panel meeting time to avoid the hour in between the WVRHEP Panel meeting and the Kellogg Community Partnerships Board meeting. The members of the Kellogg Governing Board decided to start their meeting one hour later to avoid this problem. Therefore, on October 9, the WVRHEP meeting will still be at 3:00 pm, at the Days Inn in Flatwoods.