September minutes were moved by Dr. Meckstroth and seconded by Shannon Bell.
Most current version of Visions document is on the web.
Need a workgroup to draft a shortened version of the visions document.
To make this a sustained, but simple process, we need:
• Simple format for ongoing updates to the document.
• Frequency desired. Group’s sense was that annual was sufficient.
• Way to inform people that changes have been made.
Several ideas were suggested:
• Link the minutes of each committee to the specific parts of the Visions document.
• Flag the website when the Visions document was changed.
• Change the color of the website link to the Visions document when it is changed.
• Have a “point person” for every committee. They should be folks with a long-term commitment to RHEP. That person would be familiar with the Visions document and be responsible for compiling the annual update report from the minutes of that committee for that year.
What are we asking the advisory to review?
• Approve the concept and process
• Advisory has approved the working document. Today we are presenting that this is an ongoing quality improvement process.
• Asking advisory panel for annual review of the status of the committee’s work. (Was hard to get reports from committees for this update.)
• By having a point person on each committee, it will be easier to get reports.
• Maybe we could give a simplified list of categories for committee reporting.
• Minutes currently come to April Vestal very late. Hardly any agendas get posted in advance.
• Essentially, this will become an annual report.
Proposed process for reporting:
• Workgroup will create a template for reporting.
• Committees will have a point person.
• Committees will develop their reports in September of each year.
• Each committee will report to the advisory in November (eg: a 5 minute oral report and fill in the template)
Workgroup to develop a simplified visions document for the legislature. Henry Taylor is to do first draft, send to Kathleen Bors, Alicia Tyler, Jodie Jackson, Hilda Heady and Outreach Committee.
This policy was discussed and several comments provided.