EASTERN MAINE MEDICAL CENTER Diabetes, Endocrine and Nutrition Center   DATE:  December 6, 2005                                                                                                                 MINUTES BY:  Rena Gels-Birch MEMBERS PRESENT: C. Young, C. Hale, R. Gels-Birch, E. Manion, S. Barth, T. Hainer, L. Pelletier, K. Beers MEETING: Maine Association Diabetes Educators                                 TIME:  6pm-8pm     Teleconference                                  TOPIC DISCUSSION ACTION I.  Review of old minutes November minutes reviewed. November minutes approved. II.                   Old Business a. By Laws                                                   Suggestion made to change Article V, Sec 2 – add: e.      Serve as an Officer                                                Article VI, Sec 3 TERM- add: All officers shall hold office for a minimum of one year                                                Article VII, Sec 1-COMPOSITION- The BOD shall be composed of the officers and the committee chairpersons.  The president shall serve as presiding officer.  One active member form each region is encouraged.                                                Article III, Add new Sec 3-  Regional representation-  Members will be grouped in the following regions.  List out the regions-North/No. Central/Western/Southern. Regarding members, will need to define where applicants are coming from on the application for the membership area .                                               Article VIII, Nominations and Elections Sec 1 ELECTIONS- Elections to be held annually for open office postions. Sec 2 NOMINATIONS- a.      The Nominating Committee shall present to the Voting Membership a slate of candidates…. b.      Nominations for officers shall be submitted to the Nominating Committee no later than 2 months prior to the election. Delete c & d Sec 3 Election Procedure- a.      The slate of nominees presented by the Nominating Committee to all members by postal mail or fax no later than 30 days prior to the election. b.      Elections shall be a plurality of votes cast. c.      Results of the election shall be announced at an Annual Meeting. d.      The newly elected officers, Board members and Nominating Committee members shall assume their responsibilities at the time of installation following an Annual meeting. (Remove b, c and d as previously written)                                                 Article IX, Committees- Sec 1 Standing Commitees- no changes made Sec 2 Gen. Procedures- Revise c.  All committees shall be composed of at least a chairperson and one other member-except Nominating Committee which shall be composed of three active members. Sec 3 Duties- a.      Strategic Planning/Professional Education Committee b.      Finance committee- (written as is) Add c. Membership Committee- Shall periodically review membership requirements; shall assist with membership recruitment;shall review and approve applicants for membership;shall be responsible for member compliance with requirements;shall distribute membership roster to secretary; shall issue cancellation of membership for non-payment of dues or voluntary cancellation. d.      Nominating committee- Shall be composed of at least three active members appointed to one year terms with immediate Past President serving as Chair. e.      BYLAWS-(written as is) f.        COMMUNICATION and PR COMM-(written as is) g.      LEGISLATIVE- Shall keep membership informed and proactive in regards to legislative issues that concern diabetes education and people with diabetes, and shall serve as a liaison.         Ed reminded to add link to Website on any emails going out- Mainediabeteseducators.org                         Application for membership to reflect region.                                                                                         Sandy Barth will get Final Draft of these revisions to everyone. Cindy Young wil email the revisions out.  Give deadline to accept or not accept By Laws. Discuss changes if opposition, otherwise will go with By Laws as written.  Add web site link to outgoing emails.                      b. Incorporation              c. Establishing Acct./               PO Box/ Address Need address and account.  Cindy Hale stated quotes for August PO box – 4”x 6” $29.00/ six months, 6”x 6” $45.00/ six months, 6”x12” $80.00/ six months.  Post Office will not forward mail to an Officer for a PO Box. Cindy Young stated this is a qood question for our mentor in Boston, will check with her or with other state contacts.         C. Young tabled to next meeting after making contact with Boston mentor on how to hand forwarding of mail for a PO Box.            d. Education Event                                                                    e.  Election of                   Officers                     III. New Business- Next Meeting Strategic Planning committee had conference call to get started with planning for Fundraiser Conference.  Two National Speakers (M. Austin, K. Kulkarni) to present on The Cardiovascular Connection: Post Prandial Glucose Control and Carb Counting-Potential 3 hour program, Honorarium and expenses funded by Lifescan for speakers.  Targeted April date will not work.  Four more dates were proposed for them to come to Maine.  Committee decided 6/16/06 or 6/23/06 would be best.  C. Hale contacted facilities for availability.  Augusta Civic Center is available for both dates.  T. Love checking on Samoset availability.  J. Courtois checking on availabiliy of Holiday Inn in Saco. Discussed offering full day versus half day program.  Open up to Exhibitors/Vendors.  Charge at least $35.00 pp to cover facility cost, cost of food.  Would break even with #125 registrants. Would make $ from exhibitor fees.  Consider $50.-$60.00 for registration fee.  Would get more peope if it’s a full day program (going to 3pm if it falls on a Friday).  Augusta Civic Ctr and Samoset would require a $1000.00 deposit. ? Industry of AADE to assist with coverage early on.  Can we get the vendors to commit early and pay $ up front for tables to assist with deposit? Check with Reps- J. Dery, A. Washburn.  Typical table cost approx $500.00.  C. Hale seeking assistance with developing program for a full day program.  M. Ausitn and K. Kulkarni will send out curriculum once date is set, need to be careful about not repeating content. Will need to address marketing and brochures in the future.   Election of Officers- March ’06 Need nominations in by end of January.  Need to establish who will be voting members and identify the membership.  Cindy Young emailed a draft of the “Membership” recruitment letter.  All were advised to look at the draft letter. Get feedback to CY asap.   Will send out to all ADEF sites.  Get CDE mailing list and Maine Board of Nursing list  (Erin Lynch said would cover cost of sponsoring it). CY will check with Erin and call Maine Board of Nursing for list. C. Hale will check into getting list from Maine Dietetic Association (RD/LD licensure).   Erin Lynch checking with Medtronic on sponsorship for next Teleconference.  Proposed date & time in January.                                   Strategic Planning committee to discuss further details of upcoming Educational Event. Confirm dates with Speakers and Facility. Inquire about vendors abiility to pre-pay fee for oppurtunity to exhibit at Conference to help pay for Facility fee deposit.                         Members to get feedback to CY for revisions to “Membership” Draft letter. C. Young to check with E. Lynch on sponsorship for Maine Board of Nursing mailing list. C. Hale to check with Maine Am. Dietetic Assoc. for mailing list.       Next Teleconference Tues Jan. 10, 2006 6-8pm