Board Meeting Minutes
April 11, 2008
Meeting at Senator Inn, Augusta
Present: L. Pelletier, S. Barth, C. Young, R. Gels-Birch, B. Smith, J.
Courtois, L. Gordon, K. Beers
1) Resignation of R. Damren; President Elect ---- Three names had been
put forth by the board as possible candidates for the office during a
phone call discussion (3/11/08). S. Barth was one of these people and
has been asked by L. Pelletier to assume the position of President
Elect; discussion resulted regarding the length of time and
responsibilities of the President Elect position --- the candidate will
then become President of the MeADE on 1/1/09. S. Barth has graciously
agreed to assume the President-Elect position and its associated
responsibilities.
2) Beacon Award ---- C. Hale and C. Young nominated in the past. Louise
proposes that she send a nomination form to the MeADE members to give
them the opportunity to nominate candidates for the Beacon Award. A
committee would then be formed to choose which nominee would be chosen.
C. Young suggests that previous winners of the Beacon award should also
be on the Nominating committee to help pick the winner. The trophy shop
that engraves the names on the plaque – requests that the original box
be saved to help protect the award during transport.
3) Committee Reports
A) Nominating Committee (Cindy Young) --- _August 19, 2008_ – last day
nominations for new officers can be accepted by the nominating committee
(per bylaws – Article VII – section 2: nomination must be received by
the Nominating Committee no later than 2 months prior to election)
_September 19, 2009_ – last day for ballots to be distributed to members
^ (See Article VII – section 3: slate of nominees presented by the
Nominating Committee shall be placed on a ballot which shall be
distributed to all members by postal mail or fax no less than 30 days
prior to day of election). _October 19, 2009_ – election deadline,
ballots tallied at annual meeting. _October 20, 2009_ – New officers
announced at Annual Meeting in Portland, Maine. _January 1, 2009_ – new
officers take their office.
MeADE has changed our fiscal year to match the change in the AADE
calendar; and for continuity the decision was made to collect dues based
on the AADE calendar year. MeADE will need to pick a deadline where
current member have paid through 12/31/08. The suggestion is made to
pick a cut off date for existing members to renew their membership (for
2009). B. Smith updates Excel as dues come in and suggested that the
membership committee review the membership list on a quarterly basis to
help keep up with members and their need to renew.
B) Legislative Committee – L. Pelletier has sent out an e-mail with
attached letter to members regarding coverage of CDE’s by medicare – it
is suggested that we send a signed copy of the letter to Senator Olympia
Snow
C) Communications and Public Relations Committee – B. Smith working on
improving the MeADE web site. Currently used by members – but goal would
be to have patients be able to access it and link to diabetes educators
located near the patient. Latest venture of the communications committee
is finishing up the brochure that explains the role of a diabetes
educator. R. Gels-Birch has made significant changes and is looking for
feedback today on the content of the brochure and suggested locations to
distribute the brochures. Care must be taken to make sure that we’re
either using graphics that are free or to make sure that we get
permission to use graphics that are registered. Cost of getting a
graphic designer involved and “finish” or make brochure look more
professional may vary from $400 to $500. This does not include the cost
of printing – so the group felt that the money should put into printing
a quality brochure versus hiring a graphic designer. Also discussed
options for colors of ink to be used in the brochure – Rena is going to
talk to staff at print shop and determine cost of 2 colors; versus more
than 2 colors. Suggestion was also made to use off-white paper (versus
white) as it will look professional and would be easier on patient’s eyes.
D) Strategic Planning Committee – (L. Gordon and J. Courtois). J.
Courtois reports that they are on target in regards to organizing
speakers. Biggest concern at this time is getting in touch with Susan
MacPherson regarding where she stands regarding grants, responses from
vendors, exhibitors and room space/ set up for the conference. Jen and
Laura are going to try and set up a meeting with Susan next week. To get
CEU’s for specific talks – it is better to get a grant versus having the
specific company sponsor the talk. Budget for speakers is $1,000 (plus
travel and room accommodations). L. Gordon mentioned that this seemed
slightly low – and C. Young indicated that there have been cases where
the honorarium has been increased.
E) Finance Committee – (B. Smith) --- Income will be less this year due
to fewer members joining MeADE (this is in accommodation with the change
in the MeADE calendar to meet the AADE calendar). Questions regarding
whether or not a down payment has been paid for the Eastland Park hotel
where the October conference is going to be held. She also questioned if
a contract has been created and signed with Susan MacPherson (she
requests money down for her services). In regards to finances; $9,059 in
CD and $5,420 in cash. Barbara has not found an accountant yet to assist
her with taxes. C. Young also suggested thinking ahead in regards to
where the conference in 2009 should be – she suggested that this is a
service that Susan MacPherson could provide; she would be able to make
sure that location was large enough to meet our needs. Also discussion
regarding conference calls (.08/ per minute with Premier Global system)
--- looking for alternatives to help save money.
F) Bylaws Committee – (S. Barth) – S. Barth has been working on By-laws
which need to be voted in by the membership) and presents a ‘synopsis of
proposed bylaw changes’ – will review and vote on changes at the
Business Meeting tonight. S. Barth also suggested that the committee
begin working on some policies and procedures over the next year.
G) Membership Committee – now have membership cards. L. Pelletier is
going to pass out survey tonight looking for suggestions on how they can
improve their membership drive. In regards to membership – are going to
review membership on a quarterly basis based on the Excel program which
is being updated by B. Smith as membership dues come in.
Regional Rep Updates (K. Beers present) – she suggests that they do
something at the annual meeting in October to discuss how to get
regional reps together, determine what are regional resources are
needed/ what is available/ and use it as an opportunity to improve
networking. L. Gordon suggested that we explore how to get a CEU for a
break out session regarding the regional rep. meeting. L. Pelletier
suggested looking into doing this on the Sunday night (10/19/08) of the
October conference and set up tables based on the regions. L. Gordon
suggested developing a competition between the regions to increase
involvement.