Executive Board Meeting Minutes,

August 8, 2023

Call to order: 1645 CDT

Members Present: Misty, Jim, Jess, Shelly 

Approval of the Agenda: Approved unanimously

Approval of the June Minutes: The members unanimously approved the June minutes. 

Reports

Treasurer’s Report for June 2023

June 1st, 2023 Opening Checking Balance:   $100,263.21 

June 1st, 2023 Opening Savings Balance:    $115,277.03 

Income 

Income from Renewals: $5,884.09  

New Memberships: $475.00 

Basic Membership: $225.00 

Book Sales: $34.40

Student Premier Membership: $199.00

Webinars Member: $303.00

Webinars Nonmember: $245.00   

Interest: $100.41

Total income for June:  $7,465.90 

Expenditures 

Membership Resources, EBSCO: $-176.78

Contracted Labor: $6,501.25

Software: $327.45 

Bank Fees: $70.00 

Printing & Reproduction: $31.25

Extra monthly expenses (Merchant Fees): $244.44 

Conference Software: $2,216.24

Total expenditures: $9,213.85   

June 30, 2023 Closing Checking Balance Actual: $97,034.83 

June 30, 2023 Closing Checking Balance based on calculations: (banking postings in transit.)   $98,515.26  

June 30, 2023 Closing Savings Balance Actual:   $115,371.82  

Treasurer’s Report for July 2023

July 1st, 2023 Opening Checking Balance: $97,034.83 

June 1st, 2023 Opening Savings Balance: $115,371.82  

Income 

Income from renewals: $3,086.09

Income from Basic Memberships:$450.00

Book Sales: $6.88

Webinars Member: $39.00

Webinars Nonmember: $98.00

Interest: $103.46

Total income for June:  $3,783.43  

Expenditures 

Membership Resources

EBSCO: $-176.78

Contracted Labor: $3,911.25

Software: $327.45

Office Supplies: $165.93 

Bank Fees: $1.37 

Printing & Reproduction: $31.25

Extra monthly expenses (Merchant Fees): $126.82

Conference Marketing: $450.00

Total expenditures: $5,014.07

July 31, 2023 Closing Checking Balance Actual: $95,273.53 

July 31, 2023 Closing Checking Balance based on calculations: (banking postings in transit.)   $95,804.19 

July 31, 2023 Closing Savings Balance Actual:   $115,469.85 

TOTAL LIQUID ASSETS as of July 31, 2023: $210,743.38

Jim will review the checking vs savings account balances.

The Treasurer’s Report was unanimously approved.

Ongoing Agenda Items

Open Positions

• Nominations for Treasurer and President-Elect were sent out August 3, 2023. Nominations to be returned by September 2, 2023.
• Directors at Large (DAL) – Not in bylaws or policies and procedures. Need to update Policy and Procedures first and then reach out to prospective individuals for DAL position(s).

Journal (to be addressed in Committee and EB zoom call)

Jim to update the EB re: advertisers in Journal. 

• Who has paid or not paid? 

Jim is working on this item with Stephen. Jim will need to contact each advertiser. 

• Who is going to reach out to advertisers with ads but have not paid to notify them of the cost and payment due date before the next issue in October 2023? – Jim will address this.

• Need to Create a fee schedule for advertisements in the journal. 

Action item for Jim before Fall issue. Will consider advertisers for Newsletter as well.

• Opinions of Jim and Stephen regarding costing for advertising in Journal
• Follow up on Stephen’s concerns regarding: repeat authors in Journal.
  • Role and function of committee members (contact authors, follow up with all speakers from the conference to provide an article)
  • Address how many articles a committee member (or anyone) can author within a 12-month period. 
    • Misty asked Stephen to update the Journal’s policies and procedures on July 31, 2023 and present to the EB for review.

Scope and Standards of Practice

• Application finalized and approved.
• Email attachment to be drafted and presented to EB once form is approved
• Standards of Practice Booklet – Will need to schedule a separate meeting to get moving forward with this once we have applications/volunteers. 

Fall Conference 2022 (to be addressed in Committee and EB Zoom call)

• Need to upload all authorized 2022 videos for purchase – follow up with Colin (has this been completed? Was addressed in the April 2023 meeting; was this completed yet?)
• Members $25/session
• Non-member $45/session

Fall Conference 2023

• Platform: Whova ($2500); will be a one-day conference (no ½ day option)

• Need to finalize proposed cost of fall conference for members and non-members
• $149 for members, $199 for non-members Jim moved to approve this amount, Shelly seconds. Approved unanimously.

Conference 2024

• Need to finalize sponsorship levels/opportunities for 2024 Conference as requested by Conference Committee. The decision (below) was communicated to the conference committee during the meeting with committee chairs. 

Gold Sponsorship $3,500:

• Two Conference tickets
• Company representative may speak about your organization for 2 to 3 minutes at the keynote session
• Sponsor logo prominently displayed on the conference website 
• One six-foot exhibitor table with two chairs in vendor exhibition area
• Post-conference electronic attendee list
• Verbal and slide recognition during the welcome portion of the program each day
• Four full page ads in the Journal of Nurse Life Care Planning
• Four 1/4 page ads in the AANLCP Newsletter

Silver Sponsorship: $2,500:

• One Conference ticket
• Company representative may speak about your organization for 2 to 3 minutes at the keynote session
• Sponsor logo prominently displayed on the conference website 
• One six-foot exhibitor table with two chairs in vendor exhibition area
• Post-conference electronic attendee list
• Verbal and slide recognition during the welcome portion of the program each day
• Four 1/2 page ads in the Journal of Nurse Life Care Planning
• Four 1/4 page ads in the AANLCP Newsletter

• Need to review and approve the budget – Jim is working with Monique on the budget.

• Need to finalize Speaker Agreement (Concessions) sent from Monique for EB’s 

review and approval.

• Eligible for 1 CEU credit for each one-hour presentation given
• One day general admission ticket to the AANLCP 2024 Conference on the day of the speaker’s presentation. Includes:
  • Breakfast, lunch, and snacks
  • Networking opportunity with attendees and vendors
  • Entrance to other presentations throughout the day

• Jessica Urie appointed as the EB contact for Conference Committee  

• EB needs to review the proposed Conference Decision Making Guidelines sent from Monique for EB’s review and approval. Jess to take the lead on completion of the Guidelines (to match outdated Policies and Procedures) since they overlap and should be updated at the same time.

Core Curriculum

Shelly provided an update on the status of Core Curriculum. It is 80% complete.

Members agreed to:

• Proceed with a contract with Remington Publishing, the most cost effective and complete service option.
• Pay someone to do a final proofread and Index (or pay an additional amount to Remington Publishing to do so once an estimate has been obtained, reviewed, and approved). 
• Work with Remington publishing to provide a final proofread and indexing, knowing this will be an additional cost. If it is not cost effective, Shelly will research other options..
• Use the standard size book and printed font recommended by the publisher as the most readable and cost effective.  
• Obtain 1-3 cover examples from the publisher to review and approval.
• Once we obtain the printed price per book, Barbara and I will work with Jim/the treasurer to provide a proposed purchase price so we can determine how many we want to purchase outright for sale at the next in-person conference.

The board would like 30 days before the text goes to print to do a final review. Chapters are available for review any time

Crash Cart (to be addressed in Committee and EB Zoom call)

• FIG resigned from Crash Cart June 5, 2023.
• Prior Discussion re: Education committee taking over the maintenance of the Crash Cart. Becky is working with Colin on the crash cart and integration of no-cost access to the research database shared by Caragonne and Associates.

Scope and Standards of Practice

• Application finalized, reviewed, and approved.
• The email message will be drafted and presented to EB for review/approval.
• Standards of Practice Booklet – Will need to schedule a separate meeting to get moving forward with this once we have applications/volunteers. 

Rebranding/Website

• The Website can be updated but a new logo, etc. should not be completed until the Bylaws have been updated and presented to the membership and voted on 30 days after presented.
• Would like the Bylaws to the membership on Aug 14 for vote ending Sep 13 (30 days). Need to finalize the draft email so it can be sent out August 14, 2023. Final edit emailed to EB members for review on 08/07/2023.

Administrative Support

• Colin’s proposal for telephone services so he and/or his staff can answer the phone line directly. Is this completed?
• Who checks the mail in Salt Lake City? Andrea to follow up on certified mail.  
• Colin has been working on cleaning up the emails and addressing those members that opt-out so they have an opportunity to vote. He has 5 members still to reach out to.

The Expert Institute

• The Expert Institute expressed an interest in partnering with AANLCP, which might help our members obtain more work. A follow up email was sent to them on June 8, 2023 to gather more information pertaining to what they have in mind as their email was a little vague.
  • “We would like to give your colleagues the opportunity to serve as thought leaders in their respective fields by potentially being retained to opine on some of the largest legal matters in North America and beyond.” 

• In the past, they have expressed an interest in sponsoring the conference and /or advertising.

• Action Item: Jim spoke with them, but the Expert Institute was not interested. Jim had used their services and won’t likely use them again.

ADJOURNMENT: 2037

Respectfully Submitted:

Shelly Kinney

AANLCP Secretary