DATE: September 12, 2017

MEETING: WISCPHR ACPC Meeting/ Chula Vista Resort, Wisconsin Dells

ATTENDANCE: Tammy Riebe, Bonnie Anderson, Dawn Hoff, Samantha Rank, Anna Wargowsky, Kim Radtke, Heidi Grafft, Colleen Voll, Lisa Michaels-Bilgrien, Beth Salko, Thorne Wittstruck, Tammy Thompson, Becky Blake, Jill Kahler, Tammi Smith, Joy Haese, Mindy Webster, Lance Maerz.

On Phone: Kim Beyer, Carolyn Verhage, Megan Justman

EXCUSED:

Meeting called to order 9:10 a.m. by Lance Maerz.

AGENDA
Topic to Discuss / AGENDA
Points to discuss. / Discussion
Summary of what was discussed / RECOMMENDATIONS / ACTIONS
Action plan with timeline. / FOLLOW UP
When the will the action/s be assessed and by whom?
Approval of Minutes /
  • Reviewed minutes from the 6/27/17 teleconference meeting. No changes reported.
/ Meeting Minutes approved.
Meeting Order
2018 Meeting Site Confirmation / Confirmed 2018 Conference Site: Best Western Premier Resort, Oshkosh(newer facility)
Confirmed 2018 Conference dates: April 20-21, 2018
Early bird room rates: $119.99 (double room)
Early bird registration & room cut- off date: March 29, 2018
  • 3 rooms are reserved for Saturday breakouts.
  • Two rooms for vendor presentations—Kim working on getting these finalized.
/ Kim working on finalizing two room reservations for Vender presentations.
2019 & 2020 Site locations and Date: /
  1. 2019 Site:Chula Vista, Wisconsin Dells, April 5-6, 2019.
  • Concerning communication between Chula and Kim Beyer since April 11 to June 22, taken 4 emails from
  • Cost to breaking contract would be too severe at this time, that we will not be financially able to break this.
Meeting arranged for 10:45 with Brooke Daily and Mike (Hotel owner).
  1. 2020 Site: Marriott West, Madison
  • Do we have dates for 2020?
/
  • Concerns regarding the Chula Vista site: Communication, timely room turn over, staffing issues & capabilities for conference, room cleanliness and transparency of bed bug issues, processes for dealing with bed bugs, conference room- availability, size and sound, food temperature
  • Kim looked into breaking contract for 2019. Found it would be very expensive and cost prohibitive to the WISCPHR organization to break our contract. Chula Vista would take a % of what their expected income would be from us having our meeting at Chula Vista. Could cost as much as $10-15,000 to break contract.
  • Committee discusses questions they would like to ask Brooke & Mike at the 10:45 meeting.
  • Kim suggests we should bring up bed bug issue again, even though Chula Vista has provided an answer to this question in a prior email.
  • Lance wants to ensure that we get everything we want from Chula Vista and wants to ensure we get what is written in the contract.
  • Suggestion made to not look at coming back to dells again for conferences.
  • Committee decides to appoint Thorne as spokesperson for the 10:45 meeting.
  • Question regarding confirmation of dates in 2020 and status of contract for Marriott in Madison.
  • Madison is most accommodating and has a history of high attendance in the past.
  • Why haven’t we gone back to Kalahari?
Kim states Kalahari kept squeezing the size of meeting & hotel rooms because they don’t recoop money for hotel rooms from our event and we don’t reserve that many rooms.
  • Suggestion made to look at Wilderness. Thorne states that the Wisconsin beef conference thinks would fit our needs.
  • We didn’t go back to Country Springs because banquet staff was not accommodating.
  • Madison and OshKosh?
Madison is expensive
  • EauClaire is another suggestion.
Lance asks committee if anyone is interested in working on site/ conference for Madison?
Megan Justman was going to work with Kim for 2020. / Lance motions to make Thorne Spokesperson for executive team questioning.
10:45 meeting questions:
  1. What is their staffing plan to clean rooms and get people into rooms.
Point: Rooms need to be available on time. Concern: problem getting people into rooms timely due to not enough housekeeping support to get rooms clean.
  1. IT staff & conference support availability?
Concern: They currently have a problem with finding enough support staff to turn over rooms.
3. Food temperature appropriate?
4. Bed bugs? How transparent are they with internal sterilization process?
5. Housekeeping issues and additional support staff to get transitioned into rooms, meeting spaces.
6. Check in time and check out time?
Concern: rooms not ready for turn over by check in time. Lengthy waits for rooms to be ready and available. Thorne has a connection with group that had issues with check-in at a conference.
Point: Rooms need to be available by check-in time and preferably sooner for our conference speakers.
  • Thorne proposes to come up with 2 sites and make a transition to rotating between the same 2 sites each year.
  • Thorne suggests we come to a decision later.
  • Tammi S.- suggests to proceed to first talking to Marriot West about decreasing cost if we have it there every other year.
  • Megan Justman will be site/contract coordinator for 2020 meeting.
  • Kim will contact Sue Kindschi and Carol Boe for past Marriott contracts

Pre-Meeting Workshop- / Tom Thibodeau on Leadership Serventship
  • Who’s responsible:Heidi Grafft and Colleen Voll
  • Length of presentation?
/ Tom has been confirmed – Servant Leadership, cost is $2,000 + mileage.
Good feedback on his speaking / Heidi Grafft will reach out to Tom concerning the exact length, but hasn’t heard back. Will reach out again if she hasn’t heard from him.
Conference Speakers /
  • Desire 4 breakouts (B) and 3-4 keynotes (K)
  • Topics Requested:
  • Pulmonary, Medications, Hybrid Programming, PAD, HF, Program Cert, Surgical Updates, Program examples of operation, Resistance training Balance training, Cardiovascular devices, Wearable technology, PFT Interpretation, pacemakers/ICD, Exercise for those with limitations, Stress, EKG Intrepretation, Motivational interviewing, Nutrition, Street Drug Effects on CV
  • B- Sleep Apnea, Lynn Waldera Contact: Sue Kindschi Confirmed
  • B- COPD, Diana Turner Contact: Megan Justman not yet confirmed
  • B- Hybrid CR, Heather Grant Contact: Lance Maerz
  • K- Inflammation in CR/PR, Matt Tattersall Contact: Heather Grant
  • B- Fall Prevention, Daniel Silverberg Contact: Eddie Stenger Confirmed
  • K- PAD, Glen Huth Contact: Mindy Webster Confirmed
  • B- Addiction, “Taskforce for Addiction” Contact: Beth Salko
  • K- Depression, Kent Ichenauer Contact: Bonnie Anderson Confirmed
  • B- ______Kent Ichenauer Contact: Bonnie Anderson Confirmed
  • ILD, Dr. Young Contact: Heather Grant
  • K- ______, Jeff Lauzon Contact: Beth Salko Confirmed
  • B- ______, Sarah Agena Contact: Thorne Wittstruck Nutrition Topics
  • Chronic Disease & Prevention Management; Family-Focused Nutrition; Food Service and Culinary Arts; Hot Topics in the Nutrition Environment; Lifecycle nutrition; Obesity and Weight Management; Sports Nutrition; Power of Protein
/ Possible topics discussed.
  • Task force for addiction—Dr. Bonnie Ray (will know if can speak in a month). Psychologist working with staff burnout.
  • Heather Grant—Hybrid CR Confirmed--Breakout
  • Daniel Silverberg—Fall Prevention—Breakout
  • Glen Huth—PAD—Keynote
  • Glen Huth—Lipids—Breakout
  • Kent Eichenhauer—Depression and Anxiety in our Cardiac and Pulmonary patients
  • Kent Eichenhauer—Breakout possibilities
  • Your programs VIP (very important Psychosocial)
  • Anger and hostility
  • Jeff Lauzon—psychologist—Friday night?
  • Diana Turner—COPD (unconfirmed)—Megan Justman—will get an answer in the next week.
  • Sarah Agena (Wisconsin Beef Council)—RD (would be sponsored)
  • Friday night—Keynote—Lauzon vs. Eichenhauer
UW Health Cardiology conference is the same day as our conference.
It was suggested to stay with Dr. Huth for Lipids. Tara Dahl too expensive $5,000.
Suggestion to hold a speaker on nutrition due to new guidelines not yet final.
Decision to go with a Friday night Keynote and not speed topics. / Final speaker recommendation for 30th Annual WISCPHR conference (Friday night/Saturday):
Friday night Key note: Kent Eichenhauer
Saturday morning Keynote: Jeff Lauzon
Saturday morning Breakouts:
  • Anger & Hostility- Jeff Lauzon
  • COPD ** Diana Turner- Megan Justman needs to pin her down and get a hard confirmation.
  • Hybrid Cardiac Rehab -Heather Grant
** Megan Justman will reach out to Diana Turner to get confirmation within the next week.
Saturday Late morning Keynote: Kent Eichenhauer- Anxiety & Depression
Saturday Afternoon Breakouts:
  • Sleep Apnea- Lynn Waldera
  • Fall Prevention- Daniel Silverberg P.T.
  • Lipids- ?Glenn Huth
Saturday Closing Keynote: PAD Glenn Huth
Ask Heather to hold Dr. Tattersaul till next year / Bonnie was discussing with Kent about Keynote and breakouts- she had sent a request to get back to us by 10/1.
Confirmation in next week- Megan
Marketing
Brouchures/Graphic Design /
  • Who’s responsible: Sue Glickstein Contact: Tammy Smith
  • What is being printed?
  • Timeline for distribution?
  • Will send a “Save The Date”/FYI email using the WISCPHR e-mail to all current and past members of 2018 conference dates, location, and prices.
/ Tammy S. is chair – have prez elect ; Past prez & chairs review the save the date after printing. Brooke is rep for Chula Vista.
Save the Date send out in October
Megan Justman will take care of getting mailed out. / President elect (Heidi), Past President (Lance) & Membership chairs (Tammy Riebe/ Lisa Bilgrens) need to review the save the date.
Tammy S. will let Megan Justman know when save the dates are done.
Megan will mail save the dates.
Tammy will contact Sue Glickstein
Lance will send annual conference FYI to the WISCPHR membership.
Send PDF to Lance when ready to go.
Folders, printed materials / Who’s Responsible? Tammy Riebe
Website /
  • Who’s Responsible: Heather Grant
  • Website has been updated with 2018 site information, need to add 2019 information
/ Add 2019 information to website
Membership and Registration process /
  • Who’s Responsible: Lisa Michaels-Bilgrien and Tammy Riebe
  • Website to be updated to remove Tammy Riebe check payment information
/ Remove Tammy Riebe check payment information from website.
Finances /
  • Who’s responsible: Jill Kahler
  • Late registration defined as after 3/30 as this is three weeks out from conference
Fee?
Item / Member / Non-Member
Leadership workshop / $50 / $50
Conference / $145 / $225
Leadership Workshop after 3/30 / $50 / $50
Conference after 3/30 / $195 / $275
Student / $75 / $75
Student after 3/30 / $125 / $125
Site Concerns /
  • Who’s Responsible: Kim Beyer and Megan Justman
Brooke Daily and Mike present to answer questions and address concerns. / Thorne was elected spokesperson for meeting with Brooke Daily and Mike from Chula Vista.
Mike from Chula Vista spends beginning of meeting presenting on plans for future expansion and improvements of Chula Vista.
Committee presents concern regarding impact of their construction project on our 2019 meeting.
  • Per Mike No competition for facilities to affect current conference in 2019
Committee brings forward concern regarding staffing and ability to turn over rooms timely?
  • Per Mike- investing in new buildings and planning improvement processes for year round staffing.
Bedbugs and transparency?
  • Per Mike 9 incidences in last 12 months. Invested in treatment for bedbugs – immediate treatment of rooms with heat.
  • Bed bug inspection team goes into rooms at least every 2 months. Have had very good management of bed bugs in past.
  • As conference attendees we can request triple inspection if there is a concern.
Normal posted check in time is 4 p.m.
  • Per Mike expectation is rooms are ready by 4 p.m.- they are not perfect everyday.
  • Early arrivals- possible early check in.
IT support?
  • IT people 4 full time IT people; anticipate adding an additional 4 IT people.
AV dept dedicated to event??
  • Chula Vista will tell us what they have and what they can offer. We can either choose in-house or out of house.
  • Can have people check AV equipment prior to event
Go to people availability?
  • Per Mike could be several. Brooke is go to person for everything.
Pre conference meeting: get together with planning team to go through conference needs. 3 weeks prior to conference.
5-7 days prior to event request sign off on event order sheets.
Per Mike each room will have banquet manager.
  • Walkie talkies or cellphones on each person for better access to needs.
Internet issues should not be a concern *Per Mike.
Post Conference meeting will occur to provide Chula Vista with what went well and opportunities for improvement.
Chula Vista would like to review Save the date card and conference brochure prior to sending out- They would like to partner with WISCHPR on conference mailing to ensure accurate details of hotel information. / Give early arrival names of individuals to Brooke - To get check in as priority.
Planning committee chairs should prioritize needs of conference with Brooke.
Vendors/Sponsors / Who’s Responsible: Thorne Wittstruck
  • Needs assistant

Student posters / Who’s Responsible: Megan Justman
Giveaways
CEU’s/Evaluation Forms / Who’s Responsible: Tammi Smith and Dawn Hoff
Future Meeting Dates /
  • November 14th , 2017
  • January 16th 2018
  • May 22nd, 2018

Friday night format / Decided on a keynote and not to have speed topics.
Topics for Next Meeting

Meeting Agenda Prepared by Lance Maerz, 2017-2018 WISCPHR ACPC Chair

Meeting Minutes edited and approved by: Becky Blake, EP

WISCPHR Board of Directors Secretary

Meeting Minutes prepared by: Tammy Thompson, M.S.,RCEP, CCRP, EIM3

WISCPHR Board of Directors Secretary Elect Date: 9/18/17

ACPC Minutes 9-12-17Page 1 of 10