WASHINGTON STATE SOCIETY
FOR HEALTHCARE ENGINEERING
LOCATION: Not Noted
FEBRUARY 15, 2008
Meeting held via internet with faxed ballots.
Tom Pitts-State President
Gregg Bergstrom-State Sec/Treasurer
Mike Chitwood-Sec./Treasurer SW Chapter
Russell Kent, CHFM-President PS Chapter
Philip Kercher FASHE CHFM-ASHE Liaison
Heather Warner-WAM Coordinator
Ray Tiedemann Stephen Grose CHFM-Imm. Past President
Brad Jones-State President-Elect
Norm McLarin-Imm. Past-Pres. EA Chapter
Geoff Glass-Historian/Newsline Editor
Jim Mead-Sec./Treasurer PS Chapter
Tim Mason-Alternate Member
CALL TO ORDER:
President 11:35 Meeting called to Order
Approval of August and September 2007 Minutes.
Presidential Opening Comments & NEW BUSINESS:
Business Plan / Goals for 2008 - By-Laws
President Tom noted that new By-Laws will be presented to the membership at the
Chelan meeting for discussion and vote. He would like to see WSSHE build a
financial reserve of $40,000 and increase dues; would like to see in place by
next fall. President Tom would like all future conference updates to include
2010 Annual (Multi-State function). For Semi-annual, the speakers are planned,
we are looking at ideas for door prizes. Russ, Steve, Mike Kelly expressed their
desire to work on this as a committee.
Invitations have been sent out and there has been positive feedback. Phil
thanked Lianna for working on contracts. Discussion of the need for the Board to
hold a high-level strategic plan sometime in the next year.
Lianna provided the board with an overview of her credentials and the services
that AMI, professional management services will provide for WSSHE. She is a
Certified Association Executive (CAE) with 22 years of experience. Lianna
explained that at present WSSHE is under contract for the lower end services and
that as they grow there are other levels of service that AMI can provide if
board approved. Lianna said the transition was moving along very well and is
nearly complete. All records are housed at the office of AMI. The contract that
WSSHE has with AMI is a 30 day contract. The contract does not include minutes
or board meeting attendance. Lianna answered Board question about backup,
explaining that all electronic files are backed and stored at an off-site
location for safety purposes.
Lianna noted the following: Board of Directors have three Duties: Duty of Care,
Loyalty, and Obedience. You will support with honesty, without conflict, and you
will exercise prudent reasonable actions. You are covered by an Insurance
Policy, however, if your actions are not documented as board approved in your
minutes you can be held responsible by law. You must uphold all governing
documents, RCW’s, federal and state law. As a governing board you need to do
Strategic Direction work. Committee work is done outside Board meetings.
Financial reports should be a part of the consent agenda. Recommendations are to
appoint a Treasurer to review and confer that the financial report is as
recorded. In regard to reserve fund, rule of thumb 15%-20% for non-profit.
Federal law has a date of January 1 2009 that you are required to have numerous
policies in place. This is an item that will need to be on the next agenda for
approval. Policies include such items as whistle blower, sexual harassment, etc.
If approved alternates are part of the knowledge loop, Washington State Law
allow them to vote, since your By Laws allow it. Proxies are not the same and
are NOT allowed.
Geoff moved to submit the “Board Review/Disclosure” included in the Board Manual
to President Tom Pitts by March 15, 2008 for evaluation. Seconded byTim Mason.
All in favor. Motion passed.
Board requested financial reports quarterly.
Geoff said that he would like to retire from Communication/Newsline/Website
position due to increased work demands. He would like to take on state advocacy
as he feels this would be a better use of his skills. He will continue with the
Newsline needs to have regular information that is educational. ASHE Gold Award
require WSSHE have four distributions of printed educational information a year.
New chair needed. Board will poll chapter members to find volunteers.
The Board will discuss having the web roster password protected if required by
ASHE Gold standards. Phil to research and report. Each Chapter to check with
their members for input and report at the next Board meeting.
WSSHE trying to obtain 50% of membership as ASHE member. We are currently at
Stephen reported that ASHE wants each state to have representation so that
Advocacy information can spread. Washington State does not have an advocacy
representative. Geoff said that this is an area that he would like to head as a
committee. Stephen and Philip agreed to be a part of the committee and suggested
that each Chapter find two individuals that are interested in participating.
The Board agreed to having an Advocacy Committee report at every meeting. i.e.:
The WA State Fire Marshal will come to Chelan for a 2 hour session with a few
members so that they can learn from our experiences. Geoff will be the contact
person. Call people in your chapter to participate
“Mac” Mackenzie Scholarship Report
Ray reported that January 31 balance is $61,022.22, this is about a $5,000 drop
due to the stock market and awards. In 2007 8 individuals applied for
scholarships and 5 were awarded in the amount of $750.00. The Board requested
Ray provide a list of criteria for awards, persons awarded scholarships last
year, and that the list and criteria be posted on the website. Ray will send the
list to the office, with announcement for year 2008-2009, due August 15, 2008.
Heather reviewed a list of new web page sponsorships, which the Board approve.
Staff is in the process of hot linking all Yellow Page firms to their website.
President Pitts reported that some speakers are lined up. Topics to include:
electrical safety, storage tanks, safety for committees. Conference will consist
of 6 sessions - total of 8 hours. The networking portion is a highlight. Need
sponsors. Registration fees under review. Tom requested help finalizing the
program and events. Heather, Brad, Russ, and Steve agreed to assist. Heather
will coordinate events with Ruth Mead. Suggestion that members take a survey to
determine topics they need to hear about.
Annual Conference Planning Committee, chaired by Geoff, will meet Friday
afternoon April 25th after semi-annual. Geoff requested committee member
recommendations be sent to him within two weeks (by February 29).
By Law Change:
AMI will format the By Law changes as approved in 2007 by the Board. Each by-law
is voted on individually, not as a whole. They will be voted on at the
semi-annual meeting by the membership.
President Pitts appointed Russ Kent to chair the By Law Review Committee this
Phil nominated Brad Jones as President Elect 2008-2009. Ray seconded, Board
unanimously approved. Board acknowledged need to have the next President-elect
names at the September meeting, from the Puget Sound Chapter. Tom noted that
Southwest Chapter still needs a President Elect, and WSSHE needs
Secretary/Treasurer. Mike Chitwood and Tim Hidelbaug were suggested as nominees.
Mike will consider.
MISC Chapter News:
There will be a Southwest Chapter meeting March 27.
Eastern Chapter elected Doug Sowers, Sacred Heart, as 2008 President
Meeting Adjourned at 2:30
Next Meeting at Semi-Annual Conference April 23,2008 – Campbell’s Resort,