WV Rural Health
Education Partnerships
State Advisory
Panel
Meeting Minutes
September 20, 2004
Members in Attendance: Tom Hefner, Bobby Brown, Ann Reynolds, Loretta Jones, Norman Ferrari, John M. “Mike” Callaway, Marilyn Fox, Judy Koehler (ALT), Carla See, Imogene Foster, Alison Witte, Richard Meckstroth, Patty Crawford (proxy for Mike Adelman), Elizabeth D. Degges, Dennis McCutcheon
Staff: Hilda Heady, April Vestal, Rhonda Carpenter
Guests in Attendance: Connie Simmons, Margaret Novacich, Sheryll Tennant, Abira Roy, Kim Robinson, Haylee B. Heinsberg, Ken Shannon, Susan Moran, Dave Brown, Ralph Utzman, Sandra Morra, Debbie Curry, Georgianna Tillis, Dalena Riggs, Sonnie Strader, Brenda Michael, Jodie Jackson, Lew Holloway, Elaine Mason, Henry Taylor, Dennis McCutcheon
Call to Order: Dennis McCutcheon.
Move to consent agenda: Meckstroth/Ferrari
(Imogene Foster noted that the minutes of the last meeting should be changed to indicate that in her report “the program in the Eastern Division is a non-traditional…”) Motion accepted.
Hilda Heady introduced David Hughes as a new community health center and West Virginia Primary Care Association representative. (Mr. Hughes was unable to attend this meeting.)
Judy Koehler introduced the new representative from the Southeastern Education Consortium – Loretta Jones.
The panel wished a happy birthday to Elizabeth “Betsy” Degges who was celebrating her 80th birthday.
The panel reviewed the Consortia Responses to the Restructuring Reports that were approved by the panel on May 17, 2004. Comments and actions taken are as follows:
Rivers and Bridges Consortium and Webster-Nicholas
Education Consortium
Update Document: http://www.wvrhep.org/reports/rbwnec.htm
They have proposed merging the two RHEP organizations into one. They will have two offices, two RHEP site coordinators, one community service assistant and one staff person. Anticipated cost savings for the first 6-12 months are minimal, however, over the first year the cost savings should reflect a savings of $15,000 -$20,000. New River will be the lead agency. The merger should be completed by December 31, 2004.
Move to accept – Ferrari/Foster. Unanimously approved.
Update Document: http://www.wvrhep.org/reports/eastern.htm
EWVRHEC’s proposal has been impacted by the decision of the Advisory Panels to add Martinsburg, WV to the restricted cities list. The site coordinator at the Martinsburg site has resigned. They are holding filling that position until there is some further decision made about the impact of that restriction and how it might look in terms of their student volumes for that area beginning in July. They are also evaluating their office facilities, and so forth, to look at the needs of the RHEP program. They are considering renting excess space to the Eastern Campus of WVU. They are still in the process of working these things out. Malinda Turner reported that she will have a meeting tomorrow (September 21, 2004) with Dr. Mitch Jacques, the new Dean of the Eastern Campus. No action is required on this report as this is an update to the Panel’s recommendations.
Update Document: http://www.wvrhep.org/reports/cwlwcc.htm
The recommendation was that Cabwaylingo and Western Counties merge their resources. They have presented a work plan with a time line to meet the goal. Goals 1, 2 and 3 were specifically outlined in the recommendation of the panel. They have added goal 4, 5, 6 and 7 to enhance the relationship and do further things with their merger than what the panel originally recommended. Move to accept the plan as presented – Ferrari/Koehler. Unanimously approved.
Update Document: http://www.wvrhep.org/reports/mhclkarover.htm
Overall Budget: http://www.wvrhep.org/reports/mhclkaroverbudget.htm
These consortia have presented a detailed and lengthy proposal that includes a transition timeline, a work plan, and budget information. Lew Holloway, NWVRHEC Executive Director presented an overview of the plan and outlined significant changes. Move to accept the plan – Ferrari/I. Foster. Unanimously approved.
Update Document: http://www.wvrhep.org/reports/kvhcwrhc.htm
The original recommendation of the Advisory Panel was to merge Kanawha Valley and Winding Roads, maintain both current office locations and lead agency affiliations, however, share one secretarial position, one community service coordinator, and consider restructuring site coordinator positions. However, when they looked at this they made a decision to look at the possibility of exploring a larger and more worthwhile proposal - creating of the fifth AHEC in the state. As a reminder of the situation that we were in with the AHECs, Hilda Heady presented information concerning AHEC. When the AHEC grant was awarded in 2001, five counties were exempted from the original proposal. Those five counties had been included in the original AHEC grant that the state received in 1972 so those counties were exempted from receiving basic core support from the 2001 award. The nationwide policy is that once basic core support has been received by a county, or counties, those same service areas can not receive support again. If other funds are used to bring up an AHEC or serve those same counties, then that AHEC would be eligible for the next funding cycle of money in the AHEC program, which is called Model State Support. That group would then be eligible for other types of AHEC funding that might become available. So what Winding Roads and Kanawha Valley has decided to do is to look at creating the fifth AHEC in the state of those counties that were originally exempted from the proposal. The proposal is basically a planning process and a system to continue the conversation. A timeline is outlined in their report but at this time they can not provide sound cost saving projections because the outcome of the potential collaboration with other consortia in unknown. The proposal includes looking at forming an organization similar to what the northern group has proposed which would combine the AHEC and RHEP organizations. The proposal includes a request from Winding Roads concerning their fund balance which they want to use this year as a one time only request to support the development of the fifth AHEC. (This is another agenda item.) Also attached to the report are letters from Mike Calloway, Chair of the Southern Counties Consortium board and from Becky Robertson of the Western Counties Consortium board. Each of these boards expressing concerns about the involvement of their respective counties in this proposal. It was decided that the proposal from Winding Roads and Kanawha Valley is incomplete at this time. N. Ferrari recommended that the two consortia move forward with the merger between them as a first step and then work toward the possible creation of the fifth AHEC as a secondary action. No motion was made at this time.
At this point, Hilda introduced Sharon Giles, the new Assistant Director working with Sandra Pope in the Charleston AHEC office.
After further discussion from many representatives of the counties which would be impacted by the proposed fifth AHEC and comments and questions from Advisory Panel members, Dennis McCutcheon asked for a motion to accept, in principle, the planning process proposed by Kanawha Valley and Winding Roads Consortium, to address an AHEC to the central counties of the state and to have a report ready to present at the November meeting of the Advisory Panel. So moved by A. Reynolds, second by L. Jones. N. Ferrari spoke against the motion. He explained that he felt that such a motion would imply that those central counties should all be a part of the same AHEC. T. Hefner spoke in agreement with N. Ferrari. He suggested that the motion be stated such that it will permit them to continue the planning process with no further stipulation as to the AHEC. N. Ferrari stated that the motion would be unnecessary at this time. A. Reynolds accepted T. Hefner’s proposal as a friendly amendment. Other panel members expressed concern about the need for a motion to allow them to continue the planning process. N. Ferrari moved that the motion be tabled so that the panel could move on with the meeting. This motion was seconded by J. Koehler with two members voting against. Motion passed. The motion will be placed on the November agenda to be voted on again.
SUB-COMMITTEE REPORTS:
The panel discussed two separate proposals presented requesting to use carry-over funds for development of their planned mergers. The consortia making the requests are Winding Roads Consortium and Mountain Health Consortium. No action was taken at this time because the Finance Committee met today and has come to a decision regarding fund balance. Their decision was approved but they tabled bringing it forward to the Advisory Panel today.
Tom Hefner stated that Mountain Health Consortium could wait until November for the decision of the Finance Committee regarding their request. B. Brown and C. Connor had both left the meeting so there was no comment from either as representative of Winding Roads. April Vestal and Malinda Turner explained that the decision made by the Finance Committee is in conflict with the requests. The Panel decided to table the recommendations of the Finance Committee until after they (Finance Committee) meet in November so that they can take the fund balance requests under consideration.
Margaret Novacich reported that Finance Committee discussed the 4th quarter annual reports. They discussed the proposal from the sub-committee for dealing with fund balances. The panel went into executive session. At the end of the executive session it was determined that the fund balance recommendation would be tabled until the Finance Committee could meet again. The consortia that have submitted the requests to use fund balance will be invited to meet with the Finance Committee to present/justify their requests at that meeting. A draft version of the guidelines that the committee developed will be posted on the web site but have not been approved by the Advisory Panel at this time.
April Vestal
reported briefly on the upcoming Faculty Development Conference scheduled for
October 22-24, 2004. Registration
information has gone out. Registration can be completed on the WVRHEP web site.
She also reminded those planning to attend that the block of rooms reserved for
the conference would only be held until Wednesday, September 22, 2004 at the
conference rate.
Dr. Henry Taylor
reported that the committee was working to develop a plan to communicate the
success that the community outreach program has been. The information has been
put in a PowerPoint presentation. Dr. Taylor will e-mail that to members of the
Advisory Panel.
OTHER BUSINESS
The panel discussed the plan for the 2005 panel meetings. April presented the committee with three options. After discussion of all three options, N. Ferrari moved to accept Option 1 but to delete the July meeting, second by B. Degges. (Panel will meet March 21, May 16, September 12, November 14, 2005) Hilda Heady reminded the committee that the week of May 16, 2005 is the National Rural Health Association Conference and recommended that the committee reschedule this date to some time in June. N. Ferrari accepted this suggestion as an amendment to his motion. (Confirm March 21, September 12, November 14, 2005 and to explore options in June instead of meeting May 16.) B. Degges accepted the amendment and seconded the motion. Motion passed unanimously.
Hilda reminded the panel that February 21, 2005 is Rural Health Day at the Legislature, dinner and other committee meetings. She reminded everyone to nominate award winners. Activities will be held at Embassy Suites in Charleston.
Parr Thacker invited everyone to attend the Hart’s Health Fair on September 23, 2004.
ADJOURNMENT
The meeting was adjourned at 4:25pm.