CNIA Executive Meeting - Via Teleconference

Transcription

1 page1 of 7 Present Not present Regrets Patricia Rothney President Peggy White - President-elect Glynda Doyle Communications (until 1230 EST) Katie Ho- Secretary Tracy Shaben Treasurer Sally Remus Membership Margie Kennedy- Past President Eithne Riechart- COACH Clinician Forum Vice-Chair Cheryl Reid-Haughian Education Item # Item 1.0 Welcome and Introductions 2.0 Agenda Description of Outcome Welcome to new members 1. Katie Ho- Secretary from British Columbia 2. Glynda Doyle to new role as Director of Communications Approved as circulated Individual Responsible for Further Action & Deadline 3.0 Minutes from Previous Meetings February 11, 2015 i. Minutes Approved as circulated 4.0 Standing Business Items i. Financial Report Closing Balance: $12, CAN C-HOBIC: Originally $2500 with $325 GST. GST can be claimed back. - Web services 1

2 page2 of 7 - $847.50: Chris had been working on resolution of membership processing issues. - We are entering 6 th cycle of Chris involvement with the CNIA website services. - What is still needed for website management is a user manual by role based on WordPress and customized to our needs. - Need to look at what we ve spent to date, and project utilizing another 20 hours for website development services through April, May, and June, and 10 hours maintenance thereafter for Consider seeking HumanScale sponsorship for development of the web manual once we have a projection of how much we need to spend. Tracy to follow up with Chris to get estimated number of hours still needed and cost, and what he sees we need in the future to plan a budget. - KJHannah Scholarship: $2500 pledge will come out at a later date once the conference funds and expenses have been processed. Tracy to put placeholder for money to come out end of June or early July. ii. Communications - There was about $600 that came in for April that is not reflected in the March balance sheet. However, this amount might be from CNIA conference registration, will need to verify. At present time, the blasts may be too frequent. How often should News Blast be sent out? Weekly, every other week, or monthly? - Currently, Glynda sends out to all CNIA members. - Cheryl Reid-Haughian sends out Education news to all members and reminders to only registered attendees. Tracy to set up separate conference budget lines to track monies received and paid out. Glynda to send News Blast every other week. Does social media fall under the role of communications? - Lynn s student, Kartini Mistry, would like to help create a social media presence for CNIA through Facebook and Twitter and blog, acknowledging that we need social media presence for CNIA sustainability. We will accept her offer and evaluate in a year. - Kartini and Katie will be the beginning members of the Communications working group 2 Peggy to reach out to Kartini and connect her with Glynda

3 page3 of 7 iii. Education iv. Membership - Develop someone to be a 2 nd for the Director to cover times away and develop succession planning Where should education recordings be located? - Chris has suggested we consider posting a webinar presentation as a teaser on Youtube to encourage membership. If taking this route, we will need permission from the presenters. Agreed Can there be a second in command for Director of Education role? - Yes, but will have to be a CNIA member and receive instruction on how to do this. Agreed - They will have the privilege to post. - Preferably they will be a member of the education working group Current Membership: - 50 active members - 69 on old membership list. Chris and Sally have gone through the subscriptions section and those not current will be removed - The 19 that haven t paid membership from old list and will receive to consider re-subscribing first. - Members who have subscribed late last year can renew next year, rather than this year. The ability to renew late in the same calendar year will be removed for next year. Cheryl to work with Chris to post a webinar on YouTube and provide access to someone to post on her behalf. New Membership: Everyone will have to do new membership for this year, and renewals will begin next year. Chris is working on this. New order and payment of subscription fee will trigger new order message and receipt. Sally and Tracy will develop a welcome , which includes information on: - AGM - CNIA website - Notification for education webinars - Being added to distribution list to receive CNIA News Blast 3 Sally and Tracy will draft welcome for review. Sally to send out to renew membership on April 24 th, Tracy to verify website in the background is stable first.

4 page4 of Updates - Membership being valid for the calendar year - The need to select to receive information by checking a consent box - The ability to unsubscribe from our messages at any time through another consent box selection The can be programmed to be sent out one week after signing up. Newsletter and News Blast: - Newsletter will go to fully subscribed members and comes out of MailPoet on Wordpress. - blast to be put on website. With tickler to say if you want to be part of webinar to join now. i. COACH MOU At the present time, CNIA will not be signing MOU with COACH. COACH wants us to come ready to harmonize HI and NI competencies and certification. There is a need to further understand HI and NI competencies before aligning the two, and whether we can bring NI competencies to COACH product. ii. MediaPlanet Publication CNIA has deferred the signing and needs a better understanding of what s in the literature and practice. Noreen Frisch, UVic Nsg/HI student to undertake policy paper which will inform our further discussions and decisions. We will also connect with the CNA Certification program in this process. MediaPlanet publication links were broken on agenda. Pat to send out links again

5 page5 of 7 There was an error in the publication where Pat s photo was printed with Lynn s credentials. The digital copy has been fixed but not hard copies. There are 50 hard copies, which will not be distributed. iii. CNIA Conference 2015 We will need MediaPlanet s permission to post link on the CNIA website. Members can print the full segment from the second link. - Richard booth does not want us to cover his travels but rather use money to sponsor some of his students to attend. Pat to follow-up with MediaPlanet again re: posting their links on our website. - At the present time, 25 people have paid registration fee. Need to verify where the fees are coming from within the website flow and whether or not it is the ~$600 coming in for April. - Proposed costs for Promo items for conference: 1. Computer brush /screen cleaner combo: $1.85 each + $ setup costs = $ Pens with highlighter: + $120 set up costs = Pull up banner plus travelling case = $ (this includes shipping) - We would have to pay HST (and claim GST back later) on top of this so total excluding shipping is $1, We would have to add shipping on top of this. - Re: Brochure - Will have 250 printed - not sure of cost - Re: Conference program - not sure what cost will be but hopefully we will get sponsorship for this or we will split the cost with ONIG - Any remaining promo items will go to ehealth. For the conference, COACH supplies the room. CNIA will need to pay for AV and COACH luncheon. If we make any profits from conference, we will split ONIG. Peggy will arrange printing of brochures and conference program. 5

6 page6 of 7 Is webinar an option for those who cannot attend? The conference will have concurrent sessions in different rooms, as well as break-out sessions; therefore webinar was not set up, but will consider for next time. Peggy to explore the possibility and process of providing web access to the conference. iv. Sponsorship v. CNA NI Position Statement redevelopment 6.0 New Business i. CNIA Executive Changes ii. Meeting schedule Pat and Peggy to have more formal sponsorship conversation with HumanScale and will seek sponsorship for CNIA and also the CNIA conference. Just awaiting vendor availability. Kathryn Hannah to be the CNA lead in the rewrite of the CNA NI position statement. CNA has to set up internal processes, lessons learned in the pilot effort prior to re-writing NI Position statement. Catherine will contact Pat when it s time to start. Margie Kennedy appointed by COACH Board as COACH s official representative to the IMIA Nursing Informatics SIG, for the upcoming three years. Congratulations! Review of new proposed schedule, will try out this schedule. 30 mins of Exec meeting prior to Exec Board meeting may not be enough, but try it out and use that time as a quick touch point for Officers and Directors. Katie will put meetings into Google calendar and continue to use teleconference line. iii. Letter of Support - Ireland Sept 10 meeting, Labor day may impact September 10 th meeting. -No changes to schedule at this point. The June 1 st AGM will be via Margie s Webex. Thank you Margie. Margie has been involved in Ireland. There were two organizations that were jointly bidding to bring informatics under a collective management umbrella. We were asked to provide an official letter of support for their proposal. We were given 36 hours to respond and CNIA have responded in support; however, members want to read the proposal summary they provided. 6 Pat to send out the statement of the organization.

7 page7 of 7 iv. Endorsement v. Social Media Presence vi. Roles and responsibilities We have not endorsed the organization, but have provided letter of support. Endorsement requests as in the Alberta Institute of Informatics. CNIA has a process for endorsement but no criteria. Need to look at CNIA s vision and stage of strategic plan and establish criteria that align with our plan and the future of CNIA. See above under Communications. Redeveloped as part of not-for-profit act requirements process. The roles and responsibilities are not published, have not been reviewed since 2013, and need approval. Pat to send out process and members to establish appropriate criteria for endorsement for approval at our next Executive Board mtg. Pat to send out Roles and responsibilities document. It s been identified that CNIA has taken a long time to achieve strategic progress. Cheryl Reid-Haughian proposes a think tank (possibly at ehealth) to think creatively about our approach. Is there value of hiring an Executive Director? Due to cost of website, this might be an added burden on finance in addition, at the present time, CNIA needs time to mature. We will table this idea and revisit at a later time. Sustainably this can be reconsidered with a vendor sponsor 7.0 Adjournment: Meeting adjourned at 13:17 EST NEXT MEETING: May 14, 2015 at 11:30 noon EST Directors and Officers to review Roles and responsibilities document and make changes by May 1 st, and we will review for approval at Executive Board meeting in May. 7