Washington, DC ONS Board Meeting
Saturday June 9, 2012
Kate Castro’s home
Members Present: Linda Miller, Kate Castro, Nonniekaye Shelburne, Marie Abbazio, Leslie Smith, Sandy Schaefer, Liz Fagan, Alice Beers, Liz Ness and Jean Lynn.
Minutes recorded by: Alice Beers
Meeting convened at 9:30am, adjourned at 4:00pm.
Review minutes from April 2012board meeting / Linda moved to approve the minutes; second by Jean. / Minutes approved
Nominating Committee
Jean Lynn / Need election to select president elect. Discussed extending term of president but board decided that president can run again if long term desired. Treasurer appointed until 2014. Need to encourage chapter members to run for office.
Nominations policy approved.
Treasurer’s report
Marie Abbazio / $2000 raised from Fredericksburg chemo class. Discussed budget for programs. Board agreed that any petty cash expediture < $200 will not need board approval. Board agreed to move from NIH Credit Union to commercial bank. Travel award amount for Congress will be decided by the board. Email voting for this allowed / Marie will move chapter account to commercial bank.
Membership
Sandra Schaefer / Policy draft reviewed. Add: If join in Sept or later of any calendar year, will not have to renew until one more year (i.e. 9/12 good until 1/14). Joining/renewal to be done by mail or PayPal. / Sandy will make suggested changes to policy and will update group when PayPal in effect.
Updated membership list to be sent to treasurer
Programs Committee
Kate Castro/ Leslie Smith / Board approved $2500 for remaining 2012 programs and $2500 for spring 2013. Group discussed partnering with PAON chapter for more programs.
Jean to investigate costs of microphone and screen.
Chapter treasurer or chapter credit card to pay deposits for programs when needed.
Will not have any pharma sponsored programs in the same month as chapter sponsored events.
Programs policy approved with minor changes. / Linda/Marie to contact Caitlin at PAON for joint meeting opportunities
Jean will submit costs of microphone and screen to board for review.
Newsletter
Liz Fagan / Target date for next newsletter August 2012
Call for nominations, Congress News (Jean 2012), President’s message, 2013 Congress & need for volunteers (Nonniekaye) – Congress in DC 2013. Chapter’s 25th anniversary. / Please send any articles or announcements to Linda or Liz no later than August 24..
Virtual Community
Nonniekaye Shelburne / WDC ONS is on both Facebook & Twitter. / Nonniekaye will continue to send program notices; post updated membership application; send newsletters via electronic mode only.
Chemotherapy/Biotherapy Course
Kate Castro / Fredericksburg course had 13 attendees. Chapter to sponsor course in the fall. Discussion about mailing labels. Consider Wash Phys. Directory ($75) or ASCO mailing list to publisize. / All trainers will be asked to help with fall course once dates decided.
ONS Caring for the Older Adult with Cancer, Train the Trainer program
Nonniekaye Shelburne / Noniekaye to teach in the fall. Consider Wash Area Geriatric Consortium members as marketing target.
ONS Congress 2013: April 24-28
Washington DC / Chapter responsible for room monitors for ed sessions. Can attend ed sessions for free if there as a room monitor but cannot get CEU’s
Will need to allocate $500-$1000 to pay for bag stuffers (need 20), local chapter table supplies. Expenditure approved by Linda, Kate second. Our chapter decides if table will be just WDC or DC area chapters. Will also need to supply 2-3 volunteers per day at registration.
Chapter members participate in Opening Ceremonies procession.
Possible chapters to assist: Chesapeake, Richmond area, NoVa, PAON, Baltimore, Upper Eastern Shore, Western MD. / Noniekaye to contact ONS for number of room monitors needed. Will also need to consider cost of conference calling lines when including other chapter participation.
Need to organize and set guidelines for volunteers.