AHEC/RHEP Joint Meeting
Charleston Embassy Suites
February 21, 2006
The session was called to order by Hilda Heady and those attending introduced themselves. Those attending in addition to Hilda included Sandra Pope, Sharon Giles, Debbie Curry, Lew Holloway, Patricia Crawford, Haylee Heinsberg, AHEC staff; and Kathryn Greenlief, Chuck Connor, Dalena Riggs, Sonnie Strader, Malinda Turner, Crystal Welch, Georgianna Tillis, Anna Reno, Lora Adkins, Carla Campbell, Penny Asbury, Amber Crist, Elizabeth Richmond, RHEP staff. ORH staff April Vestal and Derrick Day.
The first item on the agenda was a Legislative Debriefing from Hilda Heady. She reported that HB4069 reauthorizing the RHI Act was passed out of the House with a reauthorization recommendation for 3 years until July 31, 2009. As clarification she said that it is not true that AHEC does not need cost share. This is completely false. So the RHEP funding is used to match the AHEC federal dollars.
April Vestal further clarified the status by reporting that the HB 4069 is currently with the Senate Government Organization Committee. It must be reviewed there and passed out to the Senate before that body must hear the bill three times before they can approve the legislation. This should all happen by March 11 when the regular session will end.
Kathryn and Debbie facilitated the next portion of the meeting. They discussed the purpose of joint meetings. At this time a set of expectations/goals were developed for this and future meetings. The following list was agreed upon:
Then each gave an explanation of the meeting structure and format for their respective groups. This served as a refresher for all parties on how the other groups function.
Kathryn explained the agenda used by SC’s including Team Positions and how that works. Hilda discussed the “history” of the meetings. Debbie then explained the AHEC Conference Call format. Monthly they meet via phone to discuss compliance issues as they relate to the federal guidelines.
Sandra and April then facilitated the Joint Meeting Process. It was agreed that this would be a “new and different group”. Different forms of consensus were outlined. Dalena proposed we use the Fist or Five voting method for interim decision-making. It was unanimously approved. Further it was agreed to use this voting method for one-year and there will be continuous reassessment.
Next the group discussed ideas for Facilitation. Several suggestions were made which included:
Through fist-or-five it was decided that there would be facilitation by two individuals who will volunteer. Those “volunteering”:
May - Chuck/Amber
August - Carla/Patti
October - Sonnie/Lew
The Format/Content of the meetings was discussed then. It was agreed that the following format would be followed:
Introductions – review process
Approval of Minutes
Review of Next Steps
Joint/Core Objectives (reports)
Updates – Regional/ORH/etc.
Next Steps
Guest Speakers
Wrap-up/Evaluations
It was also agreed to set up a “Parking Lot” where items would be placed for future discussion if they could not be handled for any reason at the current meeting. Parking Lot items will be listed at the end of the minutes.
Facilitators will be in charge of the following items:
Agenda – call for agenda items three weeks in advance
Final agenda will be sent out 5 days prior to meeting
Keeping order/progress
Run meeting
Food/Location
Room set-up
Dates and Location were discussed. It was determined that the Braxton LRC is available on the second Tuesday in May, August and October. Other locations were discussed but it was agreed that the Braxton site is central to most program offices. Tentative dates include May 9, August 8 and October 10. Meetings will be held from 10 AM to 2 PM with a working lunch.
Taking minutes was discussed. Hilda suggested that Rhonda could take the minutes and when she was unable to attend Carmela would take the minutes in her place. Sandra and Kathryn agreed that they would not object.
Strategic Planning sessions were reviewed. Those items highlighted were:
SWOT reviewed
Service Learning – Faculty Development Committee is working on this item
Levels sites – put on the next steps list
Background/Drug checks was discussed for students
Lew reviewed the Next Steps
Items placed on the Parking
Lot for future consideration were:
Meeting was adjourned around 2 PM.
Submitted by:
Georgianna Tillis
Acting Minutes Taker