Illinois Occupational Therapy Association
ILLINOIS OCCUPATIONAL THERAPY ASSOCIATION
EXECUTIVE BOARD MEETING Minutes
April 25, 2015 * 9:00 am * Location: ILOTA Office
In Attendance: Lisa Mahaffey, Robin Jones, Janet Adcox, Anne Kiraly-Alvarez, Kylene Canham, Christy Rojas
Absent: Brooke Dudley, Lisa Iffland
Minutes taken by: Lisa Mahaffey
TOPICS / DISCUSSION ITEMS / Minutes / Follow up itemsMeeting Called to order / Time: 9:05 am
Roll call of members present / □
Reading of minutes of last meeting.
Review of proposed agenda / □ Motion for approval by: Janet Adcox
□ Seconded by:Robin Jones
Review and acceptance of agenda / □ Motion for approval by:
□ Seconded by:
Officers reports / □ President
o By-laws review
o Update on multi-disciplinary advocacy committees
o Schedule and process for Mission and Vision
□ Finance
□ Membership
□ Advocacy / Lisa reported that Moira Bushell has connected with the bylaws committee and will have a report prior to the conference annual meeting.
The multidisciplinary committees for IDFPR, HFS and Pediatric practice have been connected and all groups have initiated contact and set a first meeting.
Kylene and Lisa will moderate a roundtable at conference that will solicit feedback from members regarding a new vision for ILOTA.
Janet reported that we are looking at a small shortfall in this years budget, not unlike last year. She did not receive budgets from some exec board members. Checked in with everyone to identify any additional costs for the projected 2015-16 budget year. Several things were brought up for consideration.
Janet reported that she has has some contact with people who are interested in the scholarship committee. She has also determined the amount that has already been donated to this fund. She will focus on this project during the next month.
Membership as of the meeting was 685. We are going to potentially lose 18 student members this month.
Kylene reported that she has the expired membership survey complete to send out. Jenny asked that there be an introductory letter written. Kylene will write the letter and the survey will go out to expired members on October 28th.
Robin will be writing a letter to the membership to explain the current budget impasse and the impact on members and the people they service. Jenny will distribute. Robin is continuing to work on the advocacy software. / Kylene will write the introductory letter for the survey and have to Jenny before the end of next week.
New business / □ Budgets for next year
□ Maureen’s proposal and increase to budget.
Conference
· Registration update
· Exhibit hall update and discussion on ILOTA table
· Conference bag selection
· Silent Auction
· Crayon Donations
· President’s Breakfast
· Project one day of conference presentations to south school?
□ Survey related to SIS’s
□ LCC Progress Report
□ Letter to membership regarding positions – other things we need
□ Digital Communique
□ Election
□ Deadline for Annual Reports – will distribute to membership prior to the Annual Business Meeting at conference / The budget for next year includes a line item for OT month as well as for increase in salary and hours for Jenny and increase in payment for lobbying. The money we will receive from AOTA has not been included in the income at this time.
Maureen Mulhall submitted a proposed contract with an increase from 750 a month to 1000 a month. The group agreed to honor that increase with the recommendation that the contract includes a provision that Maureen report monthly who she talks to on behalf of ILOTA.
At this time we have 35 people registered for conference. We also have 34 vendors registered – 29 of those are tables with the rest being sponsorships or materials for the bags.
There was discussion about whether the executive board should be able to attend conference for free. Board members agreed that it would not be appropriate for all board members. Only those board members who are working the conference and unable to attend CE events will not be charged conference fees. Given exec board members are required to present at the annual business meeting and often to moderate round tables and other events it was agreed that they will pay the speaker fee.
The group agreed that it would be beneficial to have an ILOTA booth this year since there is plenty of room.
Anne had a request from the pediatric CoP to have a booth at conference. The board agreed that this would not be in our best interest now. We will offer them the opportunity to distribute materials at the ILOTA booth. They will need to provide the materials.
The decision was made to offer a raffle for a year’s membership for anyone who visits the ILOTA booth. We can have them sign up at the desk or put a sheet in their folder that they can fill out and bring to the booth. Will also have materials on our upcoming CE offerings. We will take turns manning the booth which will give people the opportunity to talk with us.
The exec board chose a bag for conference. It will be the same style as last year but in an orange color.
The issue of providing CE credit for the poster sessions was brought up. This has traditionally been problematic and a point of contention with attendees as the CE’s are only provided if they attend the session for a minimum of 50 minutes. In the past attendees were asked to sign in and out with a time. This has been time consuming and people have not completed this correctly. It was decided to limit the CE’s for posters, use an honor system but not give out the CE stickers until 50 minutes after the start of the poster session.
Anne stated that there is no silent auction chair this year as in past years
Janet suggested that we collect crayons for ______who repurposes them. The collection will take place at the ILOTA booth. Jenny identified several ways we can advertise for people to bring in their old crayons.
Lisa would like to honor past presidents with a breakfast meet up or an honorary table at the Annual meeting. There is space in the Q Center café for a breakfast meet up. Lisa has a list from the archives committee but it only goes back to the mid eighties. Melanie Ellexson is not on the list and she was a president in the past. Will need to find out who is missing.
Lisa asked if it was possible to project a portion of the conference to a site in the southern part of the state. There was discussion about the appropriate format. Jenny and Anne pointed out that the Q center has a lot of equipment and might be able to record for this purpose. But to do this this year with such short notice might not be possible.
Per Lisa’s request Joy Hyzny has been researching options for ILOTA to create online CE offerings. She has done some preliminary research on GoToMeeting platforms which was presented at the exec board meeting. Robin pointed out that this platform is not accessible or usable with screen readers. She recommends that if we decide to offer online CE’s that we choose and accessible platform. The only two platforms that are accessible are Adobe and Blackboard.
Anne asked about completing a survey to members regarding their understanding of the SIS’s and to get feedback on what SIS’s should be included. Kylene stated that the questions Anne is asking could be included in the survey she is working on for current members. Kylene is planning to work on this survey after the expired members survey is distributed.
Peggy Nelson sent a report regarding the LCC progress.They had a conference call and talked about the process regarding picking the charity. Peggy will respond to the member who expressed concern about not being able to write in a charity option. Kylene brought up that they are looking for a way to put out some communication about the conference. The group offered ideas such as stickers, bracelets, etc. The goal is something that will be visible and will generate conversation about the upcoming conference. Peggy is contacting Frank to see if AOTA provides this or if we need to come up with something. The board agreed that we could use some of the money that AOTA provides us to purchase something.
Brooke had initiated a letter to the membership to advertise open positions and ask for volunteers. Since then several have been filled. The newsletter coordinator continues to be potentially vacant and will require a separate letter. It was agreed that this position could be shared by two people.
Jenny is planning to run a trial of one of the past communique’s with the e-reader software to see if that will make it more friendly for online reading.
Jenny brought up that we need to be running an election for the positions of President elect, Director of membership and Director of Advocacy. Both Kylene and Robin agreed to run again. Jenny will need a position statement before she can initiate the election.
Lisa is asking that all exec board members write full annual reports for the business meeting. These reports will be collected and distributed to the membership through the website so that people can read what the board has been doing all year. We can also call attention to the minutes and reports throughout the year that are posted. During the October meeting we will complete the presentation for the annual meeting. With the full reports available before the meeting we will be able to focus on brief reports, recognition of members who have contributed and then have time to open it to questions from the membership. Board members agreed that they will be able to use quarterly reports and will copy and paste to the annual report and then modify as necessary. Deadline for reports to Jenny is October 9th. / Joy Hyzny is currently exploring ideas for OT Month to welcome national and international practitioners to Chicago.
Lisa will attempt the wording for the contract and send to the group for review before sending our response to Maureen.
Anne will contact Theresa or Ashley to let them know. Lisa will contact the head of the mental health and DHS CoP groups and offer the same.
(Did we decide who was going to pull this together? Will we have other raffled items too? Maybe a conference bag with goodies?)
Jenny and Anne will create signage that will explain that stickers for the poster sessions will be distributed only after 50 minutes.
Christy Rojas did agree to serve as the conference silent auction chair.
Janet will take responsibility for getting a container for the crayon collection. She will also contact ______to see if she will write something for the website and possibly the communique and to see if she will attend conference to receive the crayons.
Lisa will send out a request to the people on the list of past presidents and to Nancy to see if we can identify others that are not on the list.
Jenny will check with the Q Center to see if recording is an option. Will look into other ways of offering this option to people who live in the southern part of the state.
Lisa will contact Joy and ask her to look into Adobe and Blackboard for costs and options for online CE offerings.
Anne will work with Kylene to create that survey.
Kylene will bring the board’s ideas to the LCC for review.
Lisa will compose a letter to the membership asking for members to consider the role of newsletter editor. She will try and have that letter by the end of September.
Jenny will sent Kylene her original position statement so she can update it. Robin will provide Jenny with a position statement before the end of this week. Jenny will pull the election together ASAP.
All Executive board members will complete their annual report and have it to Jenny by October 9th. The reports will be completed on the current template – adapted to reflect that this is a yearly report.
Announcements / No announcements
Meeting Adjourned / The meeting was adjourned at 12:05.