West Virginia Rural Health Education Partnership Advisory Panel Meeting Minutes March 11, 1996 Days Inn, Flatwoods, West Virginia Hilda opened the meeting with a moment of silence in memory of Judy Kandzari who died March 1 in a car accident. Judy will be missed dearly, not only for her loving personality, but for her work and commitment to the West Virginia Rural Health Education Partnerships. No new members were present. Hilda stated that in the March consent calendar that was sent to everyone, one policy (the Minimum requirements for Student Rural Rotations and Requirements for School Based Orientation) needs to be pulled out to make corrections and it will be re-entered for the next meeting. On the motion by Dr. Ferrari and the second of Dr. Lynne Welch, the panel voted to approve the consent calendar as presented with the exception of the Minimum requirements for Student Rural Rotations and Requirements for School Based Orientation. Dan Brody reported for the Faculty Development Task Force on Faculty Development Day Conference. It is scheduled for April 20-21 in Canaan Valley. The committee put a program together that would address the needs of the field faculty and also a program that would represent all the disciplines and the presenters from all the consortia throughout the state. To do this they went to the Field Faculty Development Task Force and looked at the surveys and responses from Field Faculty. They chose items that weren’t addressed in previous conferences and those were: Community Service (Action Research) - Principles on how to put together a good community service program. Time Management Principles on how to use the internet effectively will also be addressed. This Faculty Development Day will be held in conjunction with SHEC. Cecil Pollard reported for the Evaluation Committee. The Faculty Survey has been mailed out and the Student Survey will be mailed next week. The Status Report that Dave Ellenwood produced last year will be updated on an annual basis. The Computer programs for the new IDS Evaluation forms and diskettes with the new programs will be distributed. He will talk to the site coordinators about how the evaluations can be used. Hilda reported on the Finance Committee. She stated that the budgeting process started over 1 year ago. When looking at integration, the committee started addressing some of the differences between the two different budgets and how the monies were allocated. The Lead Administrators held a series of 3 meetings gathering input. A Finance Committee and the Advisory Panel were formed. The committee looked at budgets through this structure. The Finance Committee has met, looked at budgets and have now proposed budgets and sent them out to the Lead Agencies (two weeks ago). We have now received their written comments. After today’s Finance Committee we discussed and made some decisions to establish target budgets. This includes sending a line item form out to the sites that they will send back to us with their estimation based on that target budget. What we are looking at is attempting to budget for the community sites a total of about $2.8 million. Original act 2.0 million and then went through a reduction which left 1.8 million. In 1996 the Governor gave us an additional $1.0 million. Original proposed 100,000 for Special Projects Fund. Considering taking this out of the budget. Looking at budgeting between 2.8 and 2.9 million. Issues discussed were to consider 1st Priority - Site Coordinator’s secretaries part-time & full time positions and the 2nd priority adequate housing. The formula that was used previously was not functional and will not be used. Dr. Weston, Hilda and Margaret will establish target budgets based on capacity and how it relates to their needs for health care professionals in their respective communities. Tom Whittier questioned the Board’s function dealing with only the money appropriated for the communities. Does it have any involvement or say in the monies that go to the schools? He stated that in the Kellogg Program there was a budget that went to each school with the amount that went to each, how it was used and what it was used for, which was reviewed. Dr. Weston stated that he expects the schools to report on what they’re doing with the primary care support ($500,000). 50% of the 4 million allocated was given to the schools when Dr. Weston first arrived, as money to be used in the schools for budget holdbacks while you have all the legislative committees. The second 2 million has broad language and was supposed to be used to develop primary care support in the schools. Kellogg has very explicit guidelines. Tom Whittier also asked if Dr. Weston envisioned that this body would have any role in seeing that the grant money is used by the schools as set forth in the Legislature or having any role such as in the Kellogg program where you have the whole pot of money as opposed to just the $500,000? Dr. Weston stated that he didn’t see them having a role in the first 2 million but he could see them having a role in the second 2 million - money used to develop primary care support in the schools. His vision for this process is that of a partnership. Heather McCutcheon gave her Site Coordinator Team report on her vision, values and mission. They envision their roles as the pivotal force within West Virginia Rural Health Education Partnerships, serving as a resource and consultant in furthering community based health educastion, and thereby improving access to primary care. In pursuit of their vision we hold these values: teamwork, commitment & dedication, the rural community and mutual support and accountability. Their mission is to provide leadership to promote, develop, and implement the vision, values, and mission of the West Virginia Rural Health Education Partnerships. This team acting as an advocate, provides support and resources for the partnerships. Dr. Weston stated that he would like to appoint a nominating committee to bring some recommendations back to the next board meeting for a chair person for the advisory board. The committee is as follows: Jim Welshonce, Dennis McCutcheon, George Spratto, and Lynn Welch (Chairperson). He suggested having a conference call between the committee one week before the Advisory Panel meets to discuss nominations or suggestions. He encouraged everyone not to be bashful about nominating themselves. Hilda Heady suggested that they contact the person they would like to nominate beforehand, and then contact Lynne Welch. Anne Brown and Tracy Kegley from the Country Roads Consortium presented their performance management update. Their 1995 goals were as follows: Send out a quarterly newsletter, develop a student orientation manual, hold training sessions for Field Faculty, increase the number of community service and research projects, establish a schedule for IDS, define an RHI rotation for our consortium, increase continuing education opportunities, increase health career promotion and participate in the RHI/Kellogg integration. After successful completion of their 1995 goals they set their goals for 1996 as follows: develop an instrument and implement the evaluation of at least 50% of all student community service presentations by July 1, 1995; upgrade the computer resources in the LRC and subsites and get at least two new field faculty on line by December 31, 1996; develop a handout with input from the school system for students regarding tips on talking with youth; hold two training sessions with field faculty at subsites on accessing Grateful Med and other computer resources of interest. Dr. Weston reported on Legislative Activity. He reported that in both the House and Senate version of the budget bill we were appropriated $1 million for community support and $500,000 for program support. He thanked everyone for their efforts. Annie McIntosh commented on how well the Legislative Day went. She encouraged each site coordinator to consider having students at their booth to take an active part. Hilda Heady reported on the Legislative Dinner held on February 12 in Charleston. She stated that there were 272 RSVP’s and approximately 230 in attendance. Final analysis showed approximately 30 legislators in attendance. We do anticipate having the dinner again next year. The Consortia Level Board development is going very well. Actually much faster than anticipated. She has been asked to visit to attend many Board meetings. The following are boards she has visited: Eastern Panhandle (twice), the Mountain Health Partners (three times), the Southern Counties Consortia and they are also having a training session scheduled for Thursday at Twin Falls, and the Country Roads Executive Board. Marshall is giving staff support to the development of the southern consortium. Dave Ellenwood reported on the Annual Report. Reviewed history of evaluation and problems WVRHEP has faced for programs and goals. These figures are recorded in the Annual Report. January 1995 in comparison with 1994 the number of students have doubled (comparing November 1994 to November 1995). Now the numbers are available for comparison and we can start looking at the factors. Steve Thomas gave his performance management update for Mountain Health Partners (Grafton Site). The goals his consortium set for July 1, 1995 through December 31, 1995 were as follows: Participate in the integration of RHI and Kellogg, Maintain and/or increase student population. Work to improve relationship with Preston Memorial, Develop new relationships with community entities and begin research projects. After accomplishing these goals, they set their goals for January 1, 1996 through June 30, 1996. They are as follows: Recruit more physicians, nurses, etc. to act as preceptors for RHEP students; expand more into Harrison and Marion counties; increase community service projects; continue to help develop the Mountain Health Partners local governing board; update and expand the LRC. Before adjourning the meeting, the Board decided to change the April meeting from April 8 and 9 to April 29th and 30th because of the holiday. There will not be a May meeting. The June meeting will be held on the regular meeting days, June 10th and 11th.