West Virginia Rural Health Education Partnerships Advisory Panel Meeting Minutes September 8, 1997 Days Inn, Flatwoods, West Virginia Dennis McCutcheon called the meeting to order. He opened the meeting by asking for introductions of everyone in attendance at the meeting. The motion to approve the consent calendar was properly moved and seconded. Report: Summer HSTA Program by Anne Chester: This summer the Health Sciences and Technology Academy had 179 kids from 8th grade through 12th grade come to campus with 38 teachers from all of the regions that are currently in the program. HSTA has grown from 9 teachers and 44 kids four years ago. Out of the original 9 teachers and 44 kids they had 33 kids and 7 teachers return for the 4th summer. All except for six of the students are minority. Eleven of these kids posted into Math 3 this summer, which is college level math. This summer was tremendously success for HSTA. HSTA has received two new sources of grant funding to expand the program. Coca-Cola has given them $300,000 for Boone and Raleigh Counties which will be covering the next three years. The other region HSTA is expanding into is Preston, Taylor, Tucker and Barbour Counties which is being funded by the National Institution of Health (NIH) with $700,000 over the next three years. This brings the total funding package to approximately $3.5 million. Stan Hostler has donated a large sum of money and has become an advisor the program this past summer. This summer he came and saw that they had a need for regional incentives. He has verbally committed to back the HSTA regions dollar for dollar for any money that they can bring in for support of the programs. The first HSTA students will be eligible for the tuition and fee waivers, which was approved by the legislature, next year. There are more than 40 committing to West Virginia University, but no commitment to the other institutions. They need to figure out how to bring the other institutions into the HSTA program and make them aware of the tuition and fee waiver. Report: Community Outreach Committee by Richard Meckstroth and Judith McKinney: The name of this committee has changed from Research and Community Service to Community Outreach. The rationale for that was to try to help reduce the concerns that alot of rural areas have about the word ÒresearchÓ. After looking at mission and goals of the committee they decided that ÒoutreachÓ would better encompass that without losing sight of the idea of research and community service. There has also been discussion and work with site coordinators to try to facilitate the mechanisms by which they can get the information they need about field-based research activities in the community and also for ways to answer their questions in terms of research, the process, as well as any specifics which they might be dealing with. There has been on-going discussion on the idea of looking for ways to recycle used health care equipment such as beds, walkers, canes, etc. This has a long history in the committee, but it has discussed again over the past two meetings. They expect to continue working towards piloting some work in one of the consortia. The activity report for the WVU School of Dentistry show the following data. In the past year, almost $800,000 of uncompensated care was provided in the offices which are field faculty are associated with. Students participated in a variety of activities over the year. The report shows that only 344 activities were performed by 74 students. We would like to see this number increase rapidly. The students need be challenged more to get involved in the communities. At one time Medicaid paid for adult dental care. When it was up and running there were alot of patients coming into the system and they then cut that care off. This uncompensated care was a way that these patients could still receive care. Even though this is uncompensated care, these are not free clinics. Report: Faculty Development Committee by Amy Reasinger: The WVRHEP Faculty Development Day is being held in conjunction with the WV Rural Health Conference which will be held at Lakeview Resort and Conference Center in Morgantown, WV this year in an effort to facilitate it so itÕs easier for our field faculty and other personnel to attend both if they want to. The WV Rural Health Conference will be held October 29-30, 1997. WVRHEP Faculty Development Day starts the evening of October 30 and continues through October 31, 1997. The agenda includes something new this year. A dinner for our new field faculty that have come on board within the past year or those who havenÕt attended a Faculty Development Day before will be held the evening of October 30. This dinner is tailored for our new field faculty, but we are also encouraging our more experienced field faculty, as well as school faculty to attend the dinner. This is in an effort to promote some informal and formal networking about the program. There will be a reception immediately following the dinner. The reception will highlight displays from each of the sites. The sites will have representatives there to discuss a variety of issues, but we are highlighting the interdisciplinary sessions. On the morning of October 31 participants will be shuttled to the WVU Health Sciences Center to attend a joint meeting with the John E. Jones Symposium if they would like. There will also be discipline specific sessions for Dentistry and Nursing during the same time. Participants will then be shuttled back to Lakeview in the afternoon. There will be a poster session on community service projects that students have done. We will also spend some time with national and state leaders discussing the concept of service-learning. A panel on the tools of community service and then we will have consortia-based groups where they can get together and talk about what they are going to take home and how they can incorporate some of this into their specific consortia. As a reminder: The WV Rural Health Conference will start with the Judy Kandzari Memorial Lectureship held the evening of October 28, 1997. Announcement: Dennis McCutcheon: Harold Carpenter and Janet Frye have been appointed to the Recruitment and Retention Committee by Dennis McCutcheon. They are both community members who are on the Advisory Panel. Report: Executive Director, Hilda Heady: You should have received the following items in the consent calendar this month: 2 Advisory Panel membership lists (1 with biographies and 1 short list), staff list, school-based evaluators, school-based clinical coordinators, learning resource and technology, fiscal agents, site coordinators, and all committee lists. If you did not get all of this information please call Jan Adkinson at 293-1486. Policies which are currently under development and review: WeÕve been working on the distribution of medical students policies for quite some time and we had hoped to have those policies to the Panel this month for a vote. Hilda made a decision to pull them out of the consent calendar because there was a tremendous amount of comment when they went out in draft form. It was put back in front of the school committee this morning with the comments and letters on the draft. The School Committee appointed a sub-committee which consisted of the school coordinators and two site coordinators. We would like to have at least two Advisory Panel members who are willing to join this sub-committee to look at those distribution policies. It will be looked at from the stand point of what is the ideal distribution we want to achieve. There has been some modification of language suggested for each one of the schoolÕs policies. The variables that this group has been charged to look at are the numbers across each consortia over a two year period, what kind of supervisory resources are available at the site, as well as their willingness to accept students, and student evaluation data. In November we will have a map that will show the distribution of the students and the sub-committee will have met and discussed the variables and make their recommendation to the committee. Hilda asked for volunteers from the Advisory Panel to be on the sub-committee and Tom Whittier and James Stookey volunteered. The other policies that are drafted, but arenÕt finished to review yet are the ones that were proposed by the Faculty Development Task Force last Fall to the new Faculty Development Committee. The Faculty Development Committee was appointed March 22, 1997. They have been dealing with putting the Faculty Development Day together. These two policies which are drafted and developed and have received some comments, but they arenÕt ready to be voted on. There may be some policies coming out of the Community Outreach Committee. These would include a definition of community service for the program. The other policy that might be ready for review in November comes out of the Evaluation Committee. These policies were developed when the committee looked and revised two existing policies on the definition of an RHEP student. This policy combines the two definitions into one policy. Update on 1998 Community-Campus Partnerships for Health Conference: This national conference is being held in Pittsburgh, PA in April, 1998. The national planning committee has not had another meeting since the last report. The proposal to the Benedum Foundation to be a sponsor of that conference is ready and will be sent out in the next couple weeks. Everything is on target. They have saved seven slots for Appalachian programs and the call for poster sessions, papers and stories will be going out in October. The committee has added a new type of workshop this year. ItÕs called ÒStoriesÓ and what they are trying to do is encourage individuals that have anecdotal stories that they can report about student activities in communities or community members talking about their experience with partnerships such as ours. We want to try to have at least one submission from each Appalachian state. Report: Field/Site Coordinator Liaison, Amy Reasinger: Amy introduced some new site coordinators. They are Jon Duffy at Cabin Creek, Kelly Blake at Mountain Health Partners-St. JosephÕs Hospital, Anna Reno at Little Kanawha Area, and Parr Thacker at Cabwaylingo. We are fully staffed again, so we have a new list of Site Coordinators which Jan can send you if you need it. There are some stipends available for student and community members at the WV Rural Health Conference. Community members are eligible for the stipend as long as you are not employed in the health care industry. The stipends include your registration fee, lodging and travel. The student stipend are available for all students, but our health profession students receive priority when it comes to deciding which students receive stipends. REMINDER: The next 2-day meeting dates on which the panel will meet are November 17-18, 1997. The date for the Legislative Dinner in Charleston, WV is February 16, 1998. Performance Management Updates: Chuck Conner gave a performance management update for the Winding Roads Health Consortium. He distributed a consortium brochure, consortium newsletter and list of his six month goals. He presented Hilda and Dr. Weston with RHEP/Winding Roads Health Consortium T-shirts. Winding Roads covers Roane and Jackson Counties. They are one of the original Kellogg sites and have been in operation about 5 1/2 years. Last July they incorporated Jackson County into the consortium. There are now five organizations/sites in the consortium. They are: Roane General Hospital, Jackson General Hospital, Family Health Care (Lead Agency), Brannon Dental Associates and Staats Pharmacy. WVRHEP Advisory Panel Attendance September 8, 1997 Jan Adkinson Dennis McCutcheon Hilda R. Heady Don Weston Robert Walker Lynne Welch Kathleen Bors Grace Kreulen Bill McCutcheon Jim Welshonce Tom Steele Annie McIntosh James Stookey Janet Frye Harold Carpenter Tommy Mullins Sarah Lee Neal Elizabeth ÒBetsyÓ Degges Nancy Alfred Judith McKinney Tom Whittier Anna Reno Tim Adkins Amy Reasinger Malinda Turner Arnold Hassen Anne Chester Dick Meckstroth Chuck Conner Alicia Tyler JoAnn Raines Bill Shires Kelly Blake Brian Williams Parr Thacker Carla Campbell Elizabeth Richmond Robert Blake Jacquelynn Copenhaver Heather Krugman Jon Duffy April Vestal Sherri Payette