AHIA Board of Directors Meeting
Minutes: 8/30/2009
Page 7 of 7
MINUTES
Item / Action / Who / Due Date /I Call to Order—10:05 am
Present:
Mark Eddy, Chair
Debbie Radke, Chair-elect
Mike Fabrizius, Secretary/Treasurer
Barbara Winburn, Past Chair
Debra Muscio, Director
Dan Pantera, Director
Kelly Nueske, Director
Steve Gasparich, Director
Heidi Crosby, Director
David Stumph, Executive Director
Sally Kittredge, Meeting Manager
Called to order at 10:05 am
II Approval of Minutes:
MSC to approve the July 22, 2009 minutes as presented.
MSC=Moved, Seconded, Carried
* Report provided
AHIA Board of Directors Meeting
Minutes: 8/30/2009
Page 7 of 7
III 2009 Annual Conference Update· Review of script
The schedule indicating where Board and committee members need to be was reviewed along with the assigned responsibilities for tasks (introductions, award presentations, etc.).
· Registration stats
There are a total of 210 regular registrations, with one additional exhibitor added in the last few days. Total registration is 292. The hotel block is below the contracted number of 774; current registrations are at 759. Several attendees are staying outside of the block; the hotel is cross checking conference attendees with their registrations, and should issue credit to AHIA for attendees registered outside the block.
· Future Conferences update:
o 2010—Baltimore
o 2011—San Diego
o 2012—Philadelphia
· Sally presented the 2012 meeting proposal for Philadelphia at the Loews Hotel. Local membership is strong in the Eastern area. For 2009, attendance is from around the country and less local than anticipated.
· A survey will be placed in E-News to evaluate future locations—is this the right time of year, east, west, mid-west; or added to the membership survey.
· Reengineering of the conference for 2013 by offering lunch “on your own” as a way to reduce costs, or skipping breakfasts was discussed.
· 2009 Conference Break Even
The analysis was for 310 attendees.
· Incorporation of Spring Seminar into the conference
Referred to the conference planning committee. / Action Item (follow up w/hotel)
Action Item / S. Kittredge
B. Trumbo / Done
Done
IV Chair’s Report:
· Review of Annual Business Meeting presentations
Mark reviewed the annual business meeting presentation. The Board will be introduced. Mark will review the strategic initiatives, the committee chairs will then review the progress of the initiatives. Mark requested that Board members introduce committee members and ask committees to attend the meeting. Mark’s focus is on committees and their achievements.
· Mark presented a publication titled “When Markets
Collide.” The changes in the markets are probably more permanent and will impact the US and AHIA. We need to be thinking and planning for new ways of benefiting our members. Delivery of education is key for the future. Think globally and act locally. Don’t be afraid to try something new. David commented on communications and the use of social media along with the changes in the delivery of education. Mark is pleased with conference attendance, given these trends. / Action Items / All / Done
Break for lunch
V Chair-Elect’s Report
· Policies & Procedure Task Force update
o Regional structure—Mike suggested that we proceed in providing regional services without a structure. Debbie will add the context of the regional programming to the P&P.
o Criteria for an institutional award that addresses sponsorship—The recent awards have not all included “sponsorship.” In-kind sponsorship could be the award.
§ It was suggested that we revisit adding sponsorship and exhibits to the ad rep agreement going forward.
§ Staff will provide Debbie with the exhibitor guidelines to be included.
§ Mailing lists are to be provided to sponsors. / Action Item
Action Item / D. Radke
B. Trumbo / 1/25/10
Done
VI Financial Review
· Review of July Statements
o Mike noted that the balance sheet is strong. The P&L is holding close to budget. Dues are off pace.
o Dave will check the budget spread for the Spring Seminars to be sure that it is not spread throughout the year. Staff will provide the full break out of the income and expenses for the Spring Seminar—Sally will provide a copy of the bill.
o The investment balance is up about $15,000 for the year.
o Advertising for New Perspectives is down. New Perspectives is excellent and we need to find a way to achieve better advertising support. Greater awareness for NP and AHIA were discussed. Some suggestions were:
§ Focus on students with special rates for subscriptions.
§ Market to the universities that teach internal audit.
§ Add the award information to promotional materials for advertising and universities, make it a call for articles.
§ When we exhibit, collaborate with web postings, material distribution, etc. Marketing expenditures are well below the budgeted amount.
§ Consider additional marketing strategies. / Action Items
Action Item / D. Stumph
S. Kittredge / Done
Done
VII Executive Director’s Report
· Conflict of Interest Forms were distributed for signatures and collected.
· Tech Talk Sponsorship—ACL has expressed interest
Board members discussed the need to determine what should be charged and what should be offered; opening sponsorship to other vendors was also considered. It was decided to look for five sponsors at $2500; if they want exclusive rights, another fee would be discussed. The agreement also needs to have some limits on commercial perspectives. Heidi mentioned the conference call forum that will also be branded with the Tech Talk name. Rules and pricing for the advertisers and/or sponsors of Tech Talk need to be established. Heidi and Steve will develop recommendations for pricing and rules. The Board will vote on the plan by email. It was noted that helpful responses are needed vs. commercial messages from sponsors. David will send the listserv protocol to the task force. It was agreed to keep vendor participation in Tech Talk at the level of partner rather than as an advertiser or sponsor. / Action Item
Action Item / H. Crosby & S. Gasparich
D. Stumph / Done
Done
Consensus Agenda
VIII Consensus Agenda—Committee Reports:
· MAC Committee*
· Education Committee: Regional Seminars*
· Technology Committee*
MSC to accept the committee reports as presented.
IX Action Items
· MAC Committee
o Membership survey—plan to distribute on 9/8/09
The membership survey has been prepared. Additional questions will be added to assess meeting locations and times. Timing of the survey was discussed; the conference evaluations and the Protiviti survey timing need to be considered.
o Volunteer Recognition Program— Debbie presented the recognition program framework. Tracking tool to be created and populated from May 2009 forward. Timing of formal recognition events to be coordinated with National Volunteer week which occurs each April.
o Additional Marketing Strategies—Health plan auditors are a group that is underserved by professional associations. This group could offer an opportunity to expand the association, with additional educational, operational and membership opportunities. They currently receive their education from NCQA, with a compliance twist, and it is similar to the pharmaceutical seminars that were given previously by AHIA. Kelly will follow-up with a health plan group in Minnesota to gather more information. Mike suggested inviting the CAEs for this group to the CAE Forums. Health plan auditors don’t have an association and AHIA might be able to offer them a section. A suggestion was made to offer a webinar, a regional seminar or a focused CAE forum directed to this group. Kelly will plan and explore a CAE Forum for health plan auditors and explore if there is interest in a section within AHIA to address this need. / Action Item
Action Item
Action Item
Action Item / B. Trumbo
D. Radke
K. Nueske
K. Nueske / Done
12/31/09
12/2/09
1/25/10
· Education Committee
o Regional Seminar proposal
Changes are needed in programming to meet the needs of local programming and online education. A global education chair who is a Board member with non-Board members chairing subcommittees, work groups for webinars, regional seminars, alternative delivery, CAE Forums, and the annual conference. Kelly reviewed the rationale for the calendar. Responsibilities and expectations would be made clear to the work groups, and they would be more involved with budgets for their events and timing for planning. Goals are:
§ To publish an annual calendar of educational events.
§ Obtain sponsorship from the big four accounting firms and other consulting firms.
§ Without sponsorship, plan B is for hospital-based programs. AHIA will offer the CPE.
o The webinar plan is to offer six per year. For the vendors, it’s face time. We could be offering one per month.
o The regional seminar work group will need to have their own charter. AHIA should define the financial parameters for the seminars. Kelly will ask the work group to develop a charter and provide the proposal. Charters are to be developed for each work group.
§ There was discussion of the Atlanta group’s link to AHIA and how it relates. It was decided to refer them to the applicable work group. / Action Item
Action Item / K. Nueske
K. Nueske / 12/2/09
12/2/09
· Editorial Committee
o Editor’s Contract: Debbie reviewed the agreement for a three-year renewal. Ken has asked for support for a number of additional services that he is offering. Some of the services may need to be referred back to the committee volunteers. Debbie and Phyllis Hall will meet with Ken to more clearly define roles and fees.
o The Editorial Committee is planning on adding the CPE option for reading articles. They also plan to have a quality review of the journal next year. / Action Item / D. Radke / Done
· Nominating Committee—Debbie will be appointing a replacement for Debi Weatherford who will be going off the committee this year.
X Adjourn
· The next meeting is scheduled for November 25. Concern for the timing with Thanksgiving prompted a decision to move the meeting to November 18 at the same time—1:30 pm to 3:00 pm.
· Adjourned at 2: 55 pm.
MSC=Moved, Seconded, Carried
* Report provided