CACCN Board of Directors FINAL MINUTES April 2, 2008 @ 08:00hrs EST 17:35 EST Face to Face Spring Meeting Duke of Edinburgh Board Room, Hilton London Attending: Asha Pereira, Cecilia St. George-Hyslop, Glenda Roy, Joy Mintenko, Pam Cybulski, Kate Mahon, Joanne Baird, Tricia Bray, Teddie Tanguay, Gina Mustard Welcome and Breakfast Asha welcomed all board members to the meeting. Traditional welcome gifts were presented and breakfast was enjoyed. Each board member introduced themselves and stated their back grounds. Agenda Review Asha asked if there were any changes to the agenda needed. Dynamics 2010, Dynamics 2011 and Dynamics 2012 were added. First Order of Business Traditionally fiscal year runs April 2 to March 31 each year. With the change of board members and the spring meeting being held on April 2 and 3 it was necessary to elongate the current boards voting rights to include April 2. Motion: The fiscal year ends April 2, rather than April 1, to allow current board members to finish all work in their current term. Motion Stated: Pamela Cybulski Motion Second: Glenda Roy Overview of Portfolios (So new directors understand scope of responsibilities.) President: Liaison with affiliate associations Direct connection to CNA
Manage how the board functions National Administrator reports to President Treasurer: Pays Revenue Canada quarterly GST Quarterly payments to chapters Pays invoices Reconciles the accounts monthly Prepares files for the accountant Secretary: Answers member and non-member questions Funnels questions to others Christmas Card List to chapters, corporate sponsors, banks, accountant and web company Thanks, sympathy and letters of congratulations Discussion of having pre-made x-mas cards Publications and Research: Must submit content for quarterly journal Get used to cycle of publication Manage contact with editorial review board Policy and Procedures manual for editorial review board is being updated Research this is an area that needs more attention paid to it. Membership Recruitment & Retention Responsible for programs involving member retention and recruitment Completed a recent member survey which will provide direction on what members want Giving back to members with the Silver Anniversary Chapter Challenge Communication Board Management 2
Awards and Sponsorship Liaison with corporate sponsors and ensure award recipients get their awards Responsible for the awards presentation at Dynamics each year Critical Connections bulletin promotes upcoming award deadlines, also in the journal and on the web site Recent increases in monetary value of a number of awards Vice President Keep a watchful eye on how the meetings are run, how decisions must be made, etc. to prepare for taking over the president s role Portfolio Reports Treasurer s Report Glenda Roy Glenda reviewed all of her tracking information CIBC operating account has approximately $238,797.94 (includes $150,000 profit from Dynamics 2007) Investments in GICs total more than $211,000 Glenda brought all paperwork for 2008 fiscal year to be taken to the accountants Reiterated that BOD should never have signed the long term agreement for the Pitney Bowes Photo Copier coming up to two years this summer in a five year lease (Quarterly payments of $1500.) CACCN is sitting in a very solid financial situation Goal is to always have 1 years worth of operating expenses set aside - $168,000 Some chapters have still not cashed quarterly reimbursement cheques chapter liaison s need to find out why Need to keep Glenda s name on the CACCN operational account until the end of April so she can write cheques for end of fiscal 2008 and train new Treasurer. Remove Glenda and Asha s names from CACCN operational account May1, 2008. Motion: Accept the Treasurer s report as presented. 3
Motion Stated: Pamela Cybulski Motion Second: Kate Mahon Secretary s Report Joy Mintenko Nothing major to report All information for secretary portfolio is on a memory stick for new person to take over the role Continue to answer questions from members and non-members Always try to provide a response within a week Frequently asked questions are on the site should be updated as needed Motion: Accept the Secretary s report as presented. Motion Stated: Kate Mahon Motion Second: Pamela Cybulski Publications and Research Report Kate Mahon Needs questions to the board focus this year will be on the history of past presidents, but needs to stockpile some questions What is ISMP? Horizontal Violence what does it mean? Deadline for upcoming journal is April 18 Proquest Service not going to pursue this Editorial Review Board all like their job wish they were busier. Paula Price continues to do a great job on the issues and helping people with submissions. 12 manuscripts received last year. Book review section is new and well received. Going to recognized presidents in upcoming issue Have about 1000 subscriptions of which 26 are institutions Updating the policies and procedures manual for publications Wants to encourage people to submit Masters Work and literature reviews people are doing great work out there need to share it 4
Will try to get the research side of things going this year Publication Deadlines: Spring 2008, confirmation Jan. 11, art Jan. 25, publication Feb. 15; Summer 2008, confirmation April 4, art April 18, publication May 9; Fall 2008, confirmation July 4, art July 18, publication August 8; Winter 2008, confirmation October 24, art Nov. 7, publication Nov. 21. Motion: Accept the Publication & Research report as presented. Motion Stated: Glenda Roy Motion Second: Cecilia St. George-Hyslop Membership Recruitment & Retention Report Pamela Cybulski Launched Silver Anniversary Chapter Challenge to grow membership by 25% - October 15/07 982 Members, March 31/08 979 Members Military had contacts but no response Kingston may be a new chapter Pam to focus on inviting CNCC(C) and CNCCP(C) graduates to apply for membership through insert in their congratulatory package Brenda Morgan indicated she would be willing to write a prep exam for this we would include online later in the year Communication boards need a new strategy on what to do still need feedback from chapters on who needs one Need to clean up the list to ensure we are sending information to the right people Pam to develop application form for people who want a communication board they must get hospital approval to hang it too prior to requesting one TO DO: Pam to touch base with ARTCAL and/or IDL Displays to get quote on customized version of the stock item trialed before 5
Local chapter level needs to be the drive for new membership what can we do to help struggling chapters? This will be part of strategy session. Motion: Accept the Membership report as presented. Motion Stated: Glenda Roy Motion Second: Cecilia St. George-Hyslop Awards and Sponsorship Report Cecilia St. George-Hyslop Edwards Lifesciences Editorial Award new contacts now Brian H. and Will Assad still valued at $750 3M Editorial Award 2009 will be last year of five year commitment valued at $250 Articles for these awards have been blinded and sent out for review 7 to consider for this award Spacelabs Innovation Award - $500 and this year will increase number or value of the award Smiths Medical Award Lois Crossman September, winner selected for January Baxter Guardian Scholarship contacts are Percy D Souza and John Llugano CACCN Research Award deadline February 15 winner selected Recruitment and Retention Award criteria to be reviewed as per request at last AGM Chapter of the Year Award to be selected by BOD shortly B.Braun no applicants for this award to date the BOD unanimously decided that deadline should be moved to June 1 st think the March 1 deadline may be contributing to lack of interest TO DO: Gina to update website with new date TO DO: Gina to include date change in critical connections bulletin TO DO: Kate to have date updated in the journal 6
Brenda Morgan Leadership Excellence Award first year this was handed out four more little trophies for next four winners are in storage unit with large award TO DO: Tricia to approach Draeger and see if they would be interested in starting up an Clinical Excellence Award to recognize the bedside nurse Motion: Accept the Awards and Sponsorship report as presented. Motion Stated: Joy Mintenko Motion Second: Glenda Roy Certification Review Exam this year to be written on April 5 Pediatric questions were reviewed for currency some questions deleted Adult questions were reviewed for currency face to face meeting some questions deleted Last year 28 Adult First Time Participants Last year 47 Adult Renewals Last year 3 Pediatric First Time Participants Last year 0 Pediatric Renewals Names of award recipients ($250 each) were drawn during the Baxter Reception at Dynamics 2007 Partnership Reviews CICF CICF has provided Dynamics 2008 with $5000 grant as per recent letter Currently under financial strain 2007 Memorandum of Understanding allows us to continue to access funds. We include CICF membership forms with our membership packages. Sandra Matheson is the new contact with CICF. 7
WFCCN Asha spoke with Bernice Budz about joint venture in Vancouver in 2012 nothing in writing yet CACCN is one of the founding members of the WFCCN Bernice sent in her annual report CCDT Recently wrapped up many of their initiatives Appreciated opportunity to participate at Dynamics 2007 TO DO: Asha to follow up and find out what results were from their 2006 survey CCCF (Critical Care Canada Forum) Will be held in November this year Linda Nusdorfer is the chairperson ICU Collaborative Safer Healthcare Now meeting recently Have 4 new initiatives going branching outside of critical care looking at long term care and mobility issues IE DVT prophylaxis, preventing falls, restraints TO DO : Asha to confirm if they are supporting the welcome reception at Dynamics 2008 or not CNA Much greater focus on communication with associate and affiliate members over the past year TO DO: Asha to submit annual report and updated bi-laws to them Centennial coming up in Ottawa president and one other director to go CNA covers one registration, CACCN covers second registration Remember CACCN offered to cover Brenda Morgan s expenses (food, travel, hotel) to go and receive her award at this ceremony in the fall recognition ceremony for 100 nurses TO DO: Asha to advise all partners that Cecilia is the new President TO DO: Asha to provide write ups for partnerships not yet included in the annual report (CICF, ICU Collaborative, CNA, CCDT, ISMP, CCCF) 8
Chapter Updates London Regional - no updates Montreal very excited about Dynamics 2008 Saskatchewan new executive, want help with strategies to increase membership Manitoba May 12 conference NB struggling, cheques not cashed, French language issue, 3 major sites in NB, loaned them $1050 for Brenda Gallagher to go to Dynamics 2007, need BOD guidance to get them on their feet again or they will dissolve NS going through a 3 year struggle, limited activity, Kate to take leadership role to support chapters Toronto Evolutions conference is coming up May 28 Ottawa Regional hard to get in touch with them BC hard to get in touch with them Calgary Updated bylaws, Educational Days, Grow a Garden Campaign, Journal Club, Secretary position up for renewal. Some member(s) stated they are not getting a renewal notice. Renewal notices are sent out the 15 th of each month prior to the expiry. (So on April 15 th, renewal notices will be mailed to those whose membership expires May 31). If an email was provided to CACCN then they also get renewal notices before and after their membership has expired via email. If someone did not get renewal notice it could be because we no longer have their correct address in our database or their membership has already lapsed one year previously. The onus is on the member to renew each year because we do not currently have the technology for multiple year renewals. Edmonton executive in transition Chapter Connections Day Report Review Real thirst for media training that needs to be addressed in future programs Excitement over silver anniversary funds but only 5 chapters have taken advantage of the offer of money to support their 25% growth initiatives Many chapters have still not updated their web pages some are really taking advantage of the opportunity to use this to promote their events and newsletters Only two chapters provided limited feedback with regards to communication board needs Review of the Past Year The Good, The Bad, and The Ugly Asha Recalls Achievements the Board has made over past 5 years: 9
Database developed by GWP Software in 2004 Launch of new website back in 2006 Web Site Development JOB LINKS in 2007 Enhancement Fund Started Number of teleconference and face to face meetings had been reduced reduces costs Position Statement on Family Presence issued Web Site Numbers match desktop database numbers Very successful Dynamics Events NB chapter added Operations Manual Frequently Asked Questions (FAQ) online Streamlined process for journal distribution Recognized leadership with Brenda Morgan Leadership Excellence Award Smaller Storage Locker Corporate Sponsorship has increased Launched Critical Connections Bulletin February 2007 Certification Recognition - $250 Communication Boards ongoing project New Web Firm Chosen through formal RFP process 2008 Communication to and from chapters has increased Communication to and from partners has increased Invoice Tracker System Developed at National Office New process to collect $500 deposit from interested exhibitors - helps to pre-plan an use funds as seed money support Although we tried to install a proper back up unit on the current computer it did not work need to work on this again Organ Donation Position Statement to be worked on by Glenda and Asha Standards needs to be updated did not get done but will this year Photocopier Lease one major regret Lost a Chapter BC Interior Some smaller chapters experiencing difficulties increasing membership and supporting activities 10
Accountants Report MacNeill Edmundson LLP Bob Edmundson and Jeremy Giles attended the meeting and reviewed the Fiscal 2007 financial report To maintain non-profit status CACCN must continue to invest in projects that support the membership like the web site. The point where you are not conducting business activities and making money lose not-for-profit status. Bob recommends only 2-3 GICs the higher the value in them the more likely you ll get a better rate of interest from the bank consolidate them as they expire and make them mature at the same time Could also use the money for a scholarship to be managed by another trustworthy organization the money is CACCN s but the management of the funds, application process and distribution process would be managed by the other company MacNeill and Edmundson LLP have been auditing the financial statements of CACCN for about 13 for 14 years Could consider getting actual office space (no space currently in their building) With change in treasurer if need assistance with Quick books and transfer of data just call them Annual Report Current draft reviewed by all incorporates all data so far TO DO: Gina to incorporate new data TO DO: Asha to provide missing sections on partners TO DO: Pamela to expand on the membership section Position Statements Grace provided suggested updates to the Advanced Directives Position Statement Glenda and Asha to work on an Organ Donation Position Statement Standards Standards sections that were distributed before were not reviewed by everyone Joy did get her assigned section done Cecilia contacted all of the companies that were sponsors of the last issue (logos printed on the back cover) and is waiting for a response This is a big job and the directors are considering farming out the work to ensure it gets done and is a comprehensive 11
New members to get copies of the Standards. Existing members would be invited to view issue online and contact office if they want a hard copy. This would cut down on number needed to be printed. TO DO: Gina to set up Standards as a separate drop down under publications on the web site Here is information on the cost of producing standards from Pappin Communications: From: Heather Coughlin [mailto:heather@pappin.com] Sent: 11 March 2008 08:36 To: Gina Mustard Subject: Re: Anticipated Cost of Reproduction of the CACCN Standards Good morning Gina, The cost to produce 4,000 copies of the Third Edition in October 2004 was $9,663.63 plus shipping and GST. The printing cost for a revised edition would be 1,500 @ $4,594.25 and 2,000 @ $5,002.50. The cost to make the revisions (can't estimate until we know how extensive the changes are), proofing, mailing/shipping and GST are additional to the above prices. Heather Membership Survey Results The Board of Directors were emailed the results of the membership survey conducted via survey monkey to help determine future strategic directions based on member feedback and suggestions. Some comments were reviewed during the meeting. It was felt that the content of the survey should be shared with chapter executive so they can make improvements at the local level. Steps should be taken to maintain anonymity and information should not be shared outside of CACCN as that was commitment made to participants upfront. Dynamics 2007 - Regina Joy read the report to be printed in the upcoming annual report that summarized the event. Evaluations were distributed to all participants. 12
Task Force Reports were written by members of the committee to summarize their experiences and recommendations. Very profitable event - $150,000. Motion: Accept the Dynamics 2007 report as presented. Motion Stated: Cecilia St. George - Hyslop Motion Second: Kate Mahon Dynamics 2008 - Montreal Stated committee members Brochure is in the works Asked BOD if they would like to sponsor $6000 for balance on one of a kind recycled bags for delegate bags made by Montreal artisan new BOD would have to deliberate Stated keynote speakers With the abstracts there was lots of repetition needed to get a lot of invited speakers to fill in the gaps some are coming from the States Site visit next week Dinner will be held at the Hilton TO DO: Asha to present budget must be reviewed again TO DO: Educational Sessions must be coordinated into schedule Motion: Accept the Dynamics 2008 report as presented. Motion Stated: Joy Mintenko Motion Second: Pamela Cybulski Dynamics 2009 - Fredericton September 28-30 in Fredericton Planning for 450 Delegates 44 exhibitors, 18 posters Hope to organize teleconference before Gina goes Contract is still being finalized Motion: Accept the Dynamics 2009 report as presented. Motion Stated: Joy Mintenko Motion Second: Glenda Roy 13
Dynamics 2010 - Edmonton Upcoming FAM for someone to attend to work our hotel deals Space booked with convention centre but no contract signed yet. Waiting for conference chair to be assigned to handle project. Motion: Appoint Teddie Tanguay as chairperson of Dynamics 2010. Motion Stated: Joy Mintenko Motion Second: Kate Mahon Dynamics 2011 - London Conference centre and hotel rooms are booked Next payment to conference centre is in 2010 Cecilia to mentor Pam on the planning and running of the conference during 2009 planning so she is ready for 2011 Motion: Accept the Dynamics 2011 report as presented. Motion Stated: Glenda Roy Motion Second: Cecilia St George - Hyslop Dynamics 2012 Vancouver (Tentative) Again preliminary discussion with Bernice Budz on alignment with WFCCN event. Recruitment and Retention Award Criteria Review It was requested during the 2007 AGM that current criteria for this be reviewed as many of the targets are not achievable by any chapter regardless of size or location. The results with current criteria were reviewed and the following edits motions were made Motion: To allow both incoming and outgoing directors to vote on this issue since it impacts the future year. Motion Stated: Kate Mahon Motion Second: Glenda Roy 14
Motion: Cost of tuition coupons to be covered by CACCN current Dynamics committee to be reimbursed for value of these tuition coupons since it is lost revenue. Motion Stated: Cecilia St. George-Hyslop Motion Second: Glenda Roy Motion: Revise the Recruitment Initiative in the award criteria as follows: Change 25-49 members to 25%. Change 50-100 members to 33%. Motion Stated: Kate Mahon Motion Second: Cecilia St. George Hyslop Motion: Revise the Retention Initiative in the award criteria as follows: Change 100% member target to 80% for 3 coupons Include 70% member target for 2 coupons Maintain 60% for 1 coupon Motion Stated: Kate Mahon Motion Second: Tricia Bray TO DO: These changes will need to be reflected in the Dynamics journal, on the web site and pointed out in the next issue of the critical connections bulletin. Portfolio Assignments Minimum roles on the CACCN BOD President, Vice President, Treasurer and Secretary. After learning about the different roles and considered who was responsible for what last year the directors collectively agreed this is how the responsibility would be allocated: President Cecilia St. George-Hyslop 15
Vice President and Publications/Research Kate Mahon Treasurer Joanne Baird Secretary and Membership Pamela Cybulski Awards/Corporate Sponsorship/Certification Tricia Bray Web Site Teddie Tanguay Vice President is a four year term. Motion: There should be a laptop and printer purchased along with the latest version of QuickBooks software to be used by the appointed Treasurer for the sole purpose of CACCN business. Maximum dollar spent should be $2000. (To include: Quickbooks, XP Professional, CD Burner, PDF capability, USB Stick Drive, Printer.) Motion Stated: Cecilia St. George-Hyslop Motion Second: Pamela Cybulski Chapter Liaisons These must re-assigned tomorrow. Based on time zones and since some chapters are experiencing some difficulty, the Directors are leaning towards being responsible for chapters in their close geographic regions. Final decisions on this to be made tomorrow. Meeting Adjournment Motion Stated: Pamela Cybulski Motion Second: Joy Mintenko 16
CACCN Board of Directors FINAL MINUTES April 3, 2008 @ 08:00hrs EST 19:30 EST Face to Face Spring Meeting Duke of Edinburgh Board Room, Hilton London Attending: Cecilia St. George-Hyslop, Pam Cybulski, Kate Mahon, Joanne Baird, Tricia Bray, Teddie Tanguay, Gina Mustard Welcome / Breakfast / Photos Cecilia formally welcomed the new directors to the meeting. Traditional welcome gifts from the new president were presented and breakfast was enjoyed. Photos were taken for the upcoming journal issues. Agenda Review There were no changes that needed to be made to the agenda. Motion: To accept today s meeting agenda as presented. Motion Stated: Pamela Cybulski Motion Second: Teddie Tanguay Opening Exercise Cecilia lead a teamwork exercise and asked each person to categorize themselves and the person to their left into 2or3 categories from 9 stated. Surprisingly everyone was very accurately able to classify the person to their left even if they just met them the day before! Very effective session on learning what each person can bring to the team. The exercise was from The Rules of Management. 17
Norms and Rules for the New Board Cecilia felt it was important for the new board to set some norms and rules for the new board that everyone helped to establish and would live by. - Rather than sending emails out to all directors the National Administrator will receive direction from the president, or another appropriate person, on who should receive what. I.E. short listing for efficiency and to contain excessive email - What s going on updates are sent out so all directors understand current workload of National Administrator - Email subject lines should be relevant to the topic - Emails subject lines should include PRIORITY, FYI or DECISION NEEDED so everyone immediately sees if action is required - If feedback is requested just respond to the person who issued the email they will summarize response to develop collective decision - TO DO: Pamela Cybulski to develop a summary template all can use - Directors must commit to reviewing email at least once a week and more frequently when they know there is a pressing item or project at hand - Everyone should be able to openly express their opinions and ideas without criticism or conflict. Respect of others is crucial. Any ultimate decisions may not be agreed upon by all (majority rules) but it must be a decision that everyone can live with and fully support. - You must notify all directors when you will be away for a prolonged period of time so that others are not waiting for your email responses. - Transparency and accountability are important - At the conclusion of meetings and teleconferences there should be a debriefing to review action items and review how the session went what worked and what can be improved upon. - Everyone is encouraged to speak up when needed and keep topics on track tangents merely elongate meetings and calls unnecessarily. - Although a great deal of work must be accomplished the board must remember to have fun too. - Teleconferences will be 2 hours maximum. Draft agendas and a requests for how much time is needed for current topics will be requested ahead of time. - Chapters are to be advised at least two weeks in advance that a call or meeting is coming up do they have any issues or ideas that need to be addressed. 18
- Consensus on timelines for work to be done - TO DO: Pamela Cybulski to develop a Chapter Follow-Up Template that directors can use to ask consistent questions to the chapter presidents to start a consistent dialogue prior to the calls or meetings. Teleconference and Meeting Schedule Teleconference June 12, 2008 5:00 PM to 7:00 PM EST Teleconference September 3, 2008 5:00 PM to 7:00 PM EST Fall Meeting* September 25-26, 2008 Montreal, Quebec Teleconference January 20, 2008 5:00 PM to 7:00 PM EST Spring Meeting** April 7-8, 2009 London, Ontario *Dynamics event arrive on the September 24 and leave on September 30 or October 1 **Spring Meeting arrive on April 6 and leave on April 9 Motion: To accept the teleconference and meeting schedule as laid out above. Motion Stated: Pamela Cybulski Motion Second: Tricia Bray Chapter Liaison Allocation BC Calgary Greater Edmonton London Regional Manitoba Montreal New Brunswick Nova Scotia Toronto Saskatchewan Ottawa Tricia Bray Tricia Bray Teddie Tanguay Joanne Baird Teddie Tanguay Joanne Baird Kate Mahon Kate Mahon Pamela Cybulski Teddie Tanguay Pamela Cybulski Potential Future Chapters: 19
Kingston (Tentative) Military (Still Trying) Pamela Cybulski Pamela Cybulski Review of Dynamics Conference Chairpersons 2008 Montreal Asha Pereira 2009 Fredericton Cecilia St. George-Hyslop 2010 Edmonton Teddie Tanguay 2011 London Pamela Cybulski 2012 Vancouver TBD Motion: Appoint Tricia Bray as chairperson of Dynamics 2012 - Vancouver. Motion Stated: Kate Mahon Motion Second: Cecilia St.George-Hyslop It was noted that Tricia stated she may need a co-chair due to size of event if executed in cooperation with WFCCN. Tricia is to touch base with Bernice Budz again on 2012. Teddie to attend a FAM in Edmonton to narrow down hotel needs. Questions to the Board The focus this year will be on the history of CACCN. Next question will centre around past presidents of CACCN and chapters. The Membership Survey may also help direct specific questions for future issues. By June a list of questions is be distributed to the directors by Kate to divide them up for response. Communication Boards - Need to confirm if current contacts are correct - Previous item ordered from IDL was not viewed highly by trial site in Saskatchwan might have been because the item was not customized with CACCN logo, etc. - Each director needs to confirm with their chapter executive do they want to replace existing boards, do they want more boards for their area if so who is person to commit to this and do they have hospital approval to hang board? 20
- To start with approximately $100/board x 50 boards for this year to start the replacement process. - Option for hospitals to keep the old boards if they wish - TO DO: Gina to send BOD list of current distribution list for info - TO DO: Pamela to contact IDL Displays and or John Martin at ArtCal to determine cost for customizing item ordered from IDL or for John to build something custom. - Item number trialed from IDL Displays was: PAN2-W - Our customer code with IDL Displays is 104211 - Go to www.idldisplays.com for product info, customization info and contact info - John Martin at ArtCal they are company that built old boards 1800-265-6128 x 105 - By June Teleconference we need an idea of how many communication boards are needed and what will be cost of customized board Motion: To accept the plan for new communication boards as outlined above. Motion Stated: Joanne Baird Motion Second: Tricia Bray Partnership Allocation WFCCN Tricia Bray CICF Joanne Baird via Sandra Matheson ICU Collaborative Kate Mahon ISMP - Teddie Tanguay CCDT Asha to get survey results, then determine if liaison still needed CNA Cecilia (Pam to shadow/support when needed) CCCF - Cecilia Motion: To accept liaison allocation with partners as outlined above. Motion Stated: Teddie Tanguay Motion Second: Pamela Cybulski 21
Nurses Week Contest CNA Nursing Week Contest: same as last year, Think You Know Nursing Take a Closer Look. Deadline to CACCN May 2, we will review applications from May 5 to 11 th with decision on May 12 th. Winner notified during Nursing Week May 12 18. Applications will be asked to submit an entry (poem or story) about the silver linings in critical care nursing. This will maintain the theme of our Silver Anniversary. Winner will receive a free tuition to Dynamics 2008. TO DO: Gina to create flyer for this and post to web site. It will also be mentioned in critical connections bulletin. Biz-Zone Kevin Jackson This was an opportunity for the board or directors to meet with Kevin Jackson from Biz- Zone the winner of the web project RFP. Kevin out lined next steps and answered the board of director s questions. - Kevin provided overview of the company - Viewed some sights they designed and launched previously - Have ability to offer Virtual Boardroom discussion forum (additional cost) - Have ability to incorporate web casts into our site (additional cost) - Decided that for now we will use desktop database and online form (similar to last year) to process Dynamics Registrations. It is a process that works. Dynamics 2008 registration online by July 1. - One area that needs clarification is how the CEU quiz component will work. - TO DO: Teddie to provide Kevin Jackson with a brief narrative on how that section will work. (IE. How many questions, must complete start to finish, will keep history of quizzes completed for how long, etc.) - TO DO: Kevin to finalize contract for sign-off. - Kick-off meeting to be held which starts the design phase what do you want on home page, what visual design elements do you like, what don t you like. - TO DO: Kevin to provide group with list of questions prior to meeting so everyone comes to the table with ideas. - From this meeting drafts are designed for approval and tweaking. - It will probably be Julie at Biz-Zone that will take over project management once contract is signed. 22
- TO DO: BOD must decide if they want to pursue BIZ-ZONE Virtual Board Room and when main site must be priority. - TO DO: Must approve quote of new computer and back up unit Biz-Zone to get quote from their local IT company ask about service? Plan was to build site on new computer and move over when ready. - TO DO: Gina to provide Kevin with contact list of BOD. - Teddie, Cecilia, Pam, Gina, New NA, Kevin and Julie to participate in kick-off meeting Budget Decisions and Proposed Budget - Standards only want to print 2000 units budgeted $5000 need corporate sponsorship (400 new members x 3 years, 6 for BOD, take to Dynamics and people can pick them up, plus requests) - Request for funds ($6000) for Dynamics 2008 delegate bags denied - TO DO: Cecilia to advise Asha that funds were not approved for the bags - Move Photocopier allocated $750 - Chapters Requiring Additional Support may consider financial support with leadership and restructuring plan - Communication Boards - $5000 allocated to this project - Tuition Coupons National must be willing to reimburse Dynamics 2008 for tuition coupons from Recruitment and Retention Award based on updated criteria Canadian Association of Critical Care Nurses Proposed Budget April 1, 2008 to March 31, 2009 Revenue Membership $ 95,000.00 Journal Advertising $ 42,000.00 Publication Sales $ 150.00 Royalties $ 400.00 Survey $ 200.00 JOB LINKS $ 10,000.00 Journal Subscriptions $ 2,000.00 Sub Total $149,750.00 Dynamics 2008 $ 45,000.00 Using Dynamics 2007 Profit $ 50,000.00 Total Revenue $244,750.00 Expenses Secretarial Services $ 45,000.00 23
Overtime $ 3,500.00 Admin Assistance $ 650.00 Old National Administrator $ 4,000.00 Office Float $ 2,600.00 Awards $ 6,500.00 Dynamics Tuitions $ 2,000.00 Bank Fees $ 2,500.00 BOD Expenses $ 20,000.00 Chapter Reimbursements $ 10,000.00 Dynamics Seed Money - Dynamics 2010 $ 8,000.00 Office Expenses $ 30,000.00 Journal $ 45,000.00 Web Site Project - Biz-Zone $ 50,000.00 Computers $ 5,000.00 Communication Boards $ 5,000.00 Standards Publication $ 5,000.00 Total Expenses $244,750.00 Revenue Minus Expenses $ - Current Investments (GICs) $211,741.58 Current Operating Bank Balance $238,000.00 Motion: Invest $100,000 of Dynamics 2007 profit and use $50,000 to support the new web project. The use of Dynamics 2007 funds for the web site project were stated in previous board minutes. (Tuesday, February 12, 2008 Teleconference Minutes). Motion Stated: Teddie Tanguay Motion Second: Kate Mahon Motion: To accept the proposed budget as presented. Motion Stated: Tricia Bray Motion Second: Teddie Tanguay 24
National Administrator Interviews The Board of Directors interviewed six candidates (from approximately 50 applicants) for the role of National Administrator. Top two were selected and reference check and offer to be made by Cecilia Friday April 4. Open Forum Anything further to discuss or review? No. Meeting Adjourned Motion: Adjourn the Spring CACCN BOD Face to Face Meeting. Motion Stated: Joanne Baird Motion Second: Teddie Tanguay Next Meeting Teleconference June 12, 2008 5:00 PM to 7:00 PM EST 25