Pi Mu Member Retreat July 14, 2015 Julie Strunk s Home

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1 Pi Mu Member Retreat July 14, 2015 Julie Strunk s Home Board Members Present: J. Strunk, M. Cash, C. Lam, D. Trimm, N. Puffenbarger, I. Kniss, D. Tyson, C. Ward. Absent Board Members: A. Kelly, L. Hulton, D. Kyle, P. Reed, C. Argenbright, L. Yoder, T. Kiser, D. Gleason, O. Mast (Student Leader), & Carina Cavalheri (Student Leader). Meeting called to order by J. Strunk at 9:17 AM. Welcome, Announcements. Minutes from May 14 were APPROVED. (Minutes can be reviewed on the Pi Mu Web Site: ) Treasurer s Report: C. Lam reported her term began in November An end of the year audit has been completed. Total assets at end of Fiscal Year (FY) came to $59, of which $54, is in a money market account and stocks, which were not included in the budget. Income generated was $20, Expenses were $16, C. Lam stated that our major income comes from membership (which we receive three times/year) for a FY total $7, and Professional Day (total 4,555.00). This does not include expenses. Nursing equipment fundraiser will not be continued. The bill for the food at the Founders Luncheon has not been received. Items C. Lam brought for discussion were as follows: 1. Honor cords If the student pays for their own cords through STTI, there is almost a $10 postage applied (see history/information attached to these minutes). Retail on cords is $18/individual, benefit of buying in bulk is $16/individual. We had 131 new members this past fiscal year, so cord purchases would be $2096 if we gave them out (excluding shipping). If we charge $20/individual, we would make $574. Questions were raised if we charged the students, who would be responsibility for collecting the money (they could do this with PayPal) and passing out the cords. When attempting to do this before, we found some students didn t understand what the cords were for, but then wanted cords months later when they graduated (who is going to check to see if they re a member?). Parents didn t know about the cords and many wanted to buy them for their student at the induction ceremony. Then there was the inconsistency where EMU paid for their student s cords and JMU did not. A motion was made for Pi Mu to pay for all honor cords for new inductees, which was APPROVED. These will be passed out to the inductees at the induction ceremonies. Buying the cords in bulk will decrease the shipping expense. 2. Student projects support to assist the student leaders in their projects for fundraisers, $500 was budgeted. 3. Biennium (November 7-11 in Las Vegas, Nevada, which raises the cost) attendance costs for two people comes to around $5,010. Registration for the conference alone is $1, for two. J. Strunk has paid her registration fees and reserved a hotel room. C. Ward has never attended a biennium so she will be our second delegate. Early registration is due by September 9, We were reminded that alternate years from the Biennium, is a Leadership Summit, which will be in fall of No one was sent Each year s budget should reflect these costs. 4. Philanthropy Awards The monetary value of each award was discussed. All awards are given at the Professional Day except for the student leadership awards which are given at induction. Awards were reduced as follows: Founders Award for Excellence in Nursing Practice $200 Founders Award for Evidence-Based Practice Scholarship $200 Nurse Educator award 0 Vida Huber Spirit of Nursing award $200 Matt Garber Impact award $200 Student Leader Award $100/student

2 We will continue assisting students who cannot pay for membership. This information will be given to the Philanthropy Advisory Council. These changes were APPROVED. The Money Market increase is only around $2.00/year (History/ rumors have stated we need a certain amount of money in our account at all times). C. Lam stated STTI has documents on finance and will look at these with D. Tyson to see if their finance plans will work for us to use or adapt. Then she will meet with G.R. Davis, Wells Fargo advisor to further look at how best to use our monies. Her goal is to have a written plan for our chapter. C. Lam provided the budget. She will update changes made at this meeting and send it out to the board for a vote to approve the new budget. Potluck Break Strategic Plan Update: J. Strunk provided copies of the strategic plan to all present. Each area was reviewed with some areas deleted, added, or reworded. Also, those responsible for each action step were corrected. The new Strategic Plan was APPROVED by the board (see web site and attachment to these minutes for new strategic plan). Discussion ensued regarding responsibilities of the leadership roles. Fall semester Student Leaders did not have mentoring into their roles. Therefore, spring semester student leaders were given some guidance. Part of the reason is the term of the President-elect is for only one year in which their role includes mentoring the student leaders. This will be covered for by President-elect M. Cash. A motion was made to give this responsibility to one of the VPs on the alternate year, who is not involved with Professional Day for that year. This was APPROVED. Concerns were raised regarding Pi Mu leaders who did not attend board meetings nor participate in any of the functions once they accepted a position. D. Trimm reminded the board that there are steps to remove a non performing member from office in the bylaws. One suggestion was to include in the officer s roles a minimum number of board meetings they should attend. D. Trimm noted that Pi Mu-At-Large has bylaws. However, the specifics of each job are not described. Some nonfunctioning officers when told what they should be doing in their role were not aware of their responsibilities. D. Trimm and J. Strunk will begin working on a handbook of the roles and specific responsibilities for those roles. This will include committees and committee members. As areas are covered, the person current in that role will review and give suggestions, with the final vote for approval given by the Pi Mu board. It was suggested that if new members seeking leadership roles understood their responsibilities, there would be better contribution to the chapter. Also, explaining committee responsibilities and time frames for their role might encourage others to participate. Once the handbook is completed, each new leader will be given one and it will be placed on the web site. Irene Kniss suggested sending an to the members explaining the various committees available for participation and what the term and responsibilities would be. This may pull in more community members. Philanthropy Advising Council: E. Lewis had sent a report of the past year s activities, which D. Trimm read. It included that awards were given to Lisa Carnago (Vida Huber Spirit of Nursing Award), Amber Schackel (Matt Garber Impact Award) and the Excellence in Nursing Practice Award to Drs. Melody Eaton, Maria devalpine and Julie Sanford. Student leader awards were given in the fall to Holly Jensen (EMU) and Lindsey Grizzard (JMU) and in the spring to Olivia Mast (EMU) and Carinia Cavalheri (JMU). Also reported was there were more student leader applicants compared to the past which was considered positive. The Excellence in Nursing Practice Award and Excellence in Evidence Based Practice award had wording changed to say up to the monetary amount. Issues raised regarding who was mentoring the student leaders have been addressed in today s meeting. There had not been any applicants for the Evidence Based Practice-Scholarship award this past year.

3 Fundraising: No report. It was suggested that students need to be more involved with fundraisers. Everyone was reminded that there are two types of fundraisers participated in by the chapter; one for an outside service group and the second for our chapter. Students should be encouraged to be involved with both. Community Liaison: No report. However, the discussion did reflect concerns on getting more nurses in the healthcare facilities involved. N. Puffenbarger explained that if you did not work or know someone at these facilities who had access to the facilities system, it was difficult to get announcements out. N. Puffenbarger took announcements and placed them in all the nurse lounges in these facilities with little response. One thing that will encourage participation, will be giving CEs at the various meetings. J. Strunk and D. Trimm have attended a workshop on this and will be working on JMU qualifying to become a provider, which will in turn be advantageous for chapter meetings. Induction Committee: No report. EMU was asked to find the fall speaker and JMU the spring speaker. Twice we have had speakers who have been graduates (undergrad and graduate) from both schools who explained something about their role as a new RN, or a service trip they took as an RN. There were many positive responses by the induction attendees. We would like to continue this tradition. Professional Day: J. Strunk reported on April 12, 2016 Alan Dow will be the featured speaker. The theme is on Interprofessional Collaboration. C. Argenbright is the VP in charge of the 2016 Pi Mu Professional Day. Leadership Succession Report: The Leadership Succession Committee was vacant, so D. Trimm had covered the voting through Qualtrix of the membership for nominations and approval. D. Trimm reported on the votes for various leaders. All received positive outcomes. Those changes will be placed on the web site. M. Cash is President-elect and L. Yoder will fill the vacant EMU VP roll. For the roles according to the bylaws, the President will appoint a chair for each committee. Linda Hulton and A. (Renalds) Kelly joins the Philanthropy Advisor Council; Lisa Carmines joins the Induction Program Committee; Tammy Kiser and Debbie Kyle will be on the Leadership Succession Committee. Student Report: None.. OTHER BUSINESS: The proposed calendar was discussed and APPROVED. It is as follows: Calendar of Events (updated 7/20/2015) Date Time Meeting/Activity Description Location July 14 Tuesday July 15, 2015 August 5 September 10 September 23 October 7 November 12 January 21 9 AM-1 PM Board Retreat Julie Strunk s Home Key Award Forms Due Chapter Annual Report Due COMPLETED COMPLETED (presenting nominations of new members) Blue Ridge Hall Room 333 7PM Fall Program and Induction Faith Community Church, Harrisonburg 6-6: 45 Dinner Legislative Dinner Augusta Health 7 8:30 Panel Community Care Building Restaurant Presentation O Neils? Eastern Mennonite University

4 February 9 Tuesday March 14 April 12 Tuesday May 12 University Commons: Rooms 211/212 7PM Spring Program and Induction Faith Community Church, Harrisonburg Eastern Mennonite Officer Nominations University EMU University Commons Rooms 211/212 8 AM-4 PM Pi Mu Professional Development JMU Festival Conference Day Center Officer Election & Budget adoption Blue Ridge Hall Room 333 July 9-2 Board Retreat TBA The Board meeting for November 12 will be to draw in community members with CE presentation. Possible restaurants with meeting rooms that do not cost will be reviewed. O Neils next to Bruster s Ice Cream on University was suggested. Times for the board meetings were changed to earlier since this may also bring in more community members. For all meetings, I. Kniss suggested she send out announcements to all the membership as a reminder and to encourage involvement. This has not been always been done. Members not in leadership roles are always needed for committees. J. Strunk will make reservations for Blue Ridge Hall and restaurant dates and I. Kniss will make reservations for EMU University Commons meetings. Adjournment: 12noon Future Dates: Next Board meeting is September 10, 5:30-7:30 at Blue Ridge Hall Biennium, November 7-11, 2015 in Las Vegas, Nevada Pi Mu Professional Day, April 12, 2016, 9AM to 4PM at JMU Festival Center

5 THIS TOPIC IS NOW REFLECTED IN THE MINUTES FOR FUTURE REFERENCE: FROM Christina Lam on 2/7/15 Hello everyone, as eager as you are to hear more about this, here is the pricing info on the cords: Currently we charge $20 for a honor cord, Here is what we are paying: $2 discount/cord with order >25 cords= $12 Standard Shipping*(this rate varies depending on how large the order is) 25 cords =14.38 =12.58/student If a student were to order this independently, here is what they pay: $14/cord Standard Shipping $11.13 =25.13/student As you can see, there is a difference of $12.55 in what we pay versus what the student could pay. Currently we are then making $7.42 on each honor cord we sell. I know there was discussion on this last winter prior to the spring induction ceremony when we went to the $20 price point; I know our objective was to keep it less than what the student would pay without member benefit, which looks like a nice thing to do. Rather we want to profit off of this is another discussion, and we all need to come to consensus on as a chapter. Something to keep in mind though, is IF we allow students to benefit from our membership discount on the cords and we use PayPal as a means to let students pay for their cords, we need to factor in the 3% we loose on fees to PayPal as a host for transaction management. Have a nice weekend! Christina FROM Carol Ward on 2/6/15 I sent Cindy Rubenstein (previous Pi Mu president) an last Jan. 23, 2014 regarding honor cords in response to her questions about cost for students. In the past we had given honor cords to the students without a charge, but with 2 inductions per year and more students invited than in the past as the EMU & JMU nursing programs have grown, the Board had been discussing the financial burden to Pi Mu. After talking with someone at the national STTI Office, I responded with 2 possible options: 1) The students would order directly from STTI and Pi Mu would not have to deal with honor cords at all. Cost (at that time was $14 PLUS shipping/handling cost $9.99 for an individual total of $23.99!) 2) Pi Mu can order honor cords in bulk for approximately $12 each plus one shipping cost and then we could sell, collect money through PayPal online, and distribute ourselves to use as a fundraiser if desired. (I don t know if the cost per cords has gone up but Christina was hoping to find recent receipts including shipping costs to calculate cost per honor cord without adding additional dollars to cost. This was discussed at the Feb. 20, 2014 Board meeting but the minutes do not mention if/ or that an official motion was made to use this as a fundraiser. I know that Cindy had talked about charging $18-20 per honor cord so that Pi Mu would make a small amount as a fundraiser.

6 Strategic Plan Strategy Goal Action Steps Knowledge Leadership Service Facilitate the capacity of regional nurses at all stages of career lifespan to engage in evidencebased practice Foster leadership potential and ability in member and nonmember nurses at all points in the career lifespan Provide opportunities for nurses at all points in the career lifespan to engage in socially conscious service activities that promote the profession and the mission of STTI Foster an environment conducive to professional development and sharing of nursing knowledge: Continue to offer Awards & Scholarships Continue annual programs for Professional Development Explore programmatic linkages with regional chapters STTI Encourage participation in The Circle STTI representative on research councils at clinical practice sites New student leadership awards given to qualified students at induction (each semester) Continue to have members who serve as liaison to nurses working in area hospitals (RMH and AH) Recruit and support new Community Nurse Leader members Continue developing student leadership role within the chapter Create a service focus generated by membership for the next year that is consistent with international and chapter mission Create and/or maintain partnerships with service projects already occurring such as Open Doors, Suitcase clinic, 4T project, etc. Seek a relationship with nurses in an international country that does not have STTI chapter. Seeks international opportunities to assist as appropriate (with money, collection of clothing, hospital supplies, Midwives for Haiti, etc.) Responsible Person or Group The Board Philanthropy Advising Council Program Committee President-Elect &/or 1 VP Leadership Succession Committee Philanthropy Advising Council Board Student Leaders Members Communities Expand and strengthen collaborations and linkages with member and non-member nurses Continue collaboration with other professional groups: VNA, SNAs, etc Identify forums to submit articles regarding STTI and chapter outreach & involvement Investigate various meeting places in local community Board Community VP Community Liaison Sustainability Continue to be a thriving chapter by the development and growth of human and financial capital Encourage diversity in membership, including race, gender and area of practice by recruiting nurses Continue to establish fundraising initiatives and explore responsible fiscal investing in stocks and bonds Continue appropriate documentation to maintain eligibility for key chapter award Showcase activities of nurses conducting research to encourage other nurses to believe they can conduct research Discuss with others at leadership conferences how to increase cultural diversity within chapter membership Student Leaders Board Treasurer Fundraiser Committee