Executive Board Meeting Minutes
September 12, 2023
Call to order: 1714 CDT after introduction of new officer candidates
Members Present: Jess, Andrea, Misty, Shelly
Approval of the Agenda: Agenda approved.
Approval of the August Minutes: Pending review by email
Open Positions
- Nominations for Treasurer and President-Elect were sent out August 3, 2023.
- Welcome and intro to Ann Gowing, President-Elect Nominee
- Welcome and intro to Kim Reen, Treasurer Nominee
Reports
Treasurer’s Report for August 2023
August 1st, 2023 Opening Checking Balance: $ 95,273.53
August 1st, 2023 Opening Savings Balance: $115,469.85
Income:
Conference Sponsorship: $600.00
Income from Renewals: $2,819.59
Income from New Memberships: $2,574.00
Book Sales: $15.70
Student Premier Membership: $199.00
Webinars Member: $792.00
Interest Income: $101.94
Total Income for August: $7,102.23
Expenditures:
Contracted Labor: $3,943.75
Office Expenses Software: $902.84
Printing & Reproduction: $31.25
Merchant Fees: $232.12
Conference Software: $6,174
Conference Marketing: $750.00
Total Expenditures for August: $12,033.96
August 31st closing checking balance (actual): $89,278.25
Based on calculations (pending transactions): $90,341.80
August 31st closing savings balance (actual): $115,567.96
Total liquid assets as of August 31st: $205,909.76
*As of September 7, 2023, approximately $75,000 was transferred into savings account to maintain an average daily checking balance of $15,000.00, and to maximize interest income.
Ongoing Agenda Items
Open Positions (continued)
Discussion on nominees. Jess moved to accept the nominees. They were approved unanimously
Directors at Large – Not addressed in bylaws or policies and procedures. A job description was created at the last SPM. Tabled until SPM.
SPM – Travel/flight times. Reviewed. Ticket cost is not a problem, there are several members who are driving or local. It is more important to have everyone there for the full meeting. Okay for everyone to book their flights.
Scope and Standard of Practice
Misty will follow up with all previous committee members and extend a personal invitation to those who continue to be certified nurse life care planners and members of the association to participate in the revision.
She will verify their certification and membership information prior to her call.
Fall Conference 2023
Update: On the website. $149 for member; $199 for non-member
Recorded sessions: $25 for member; $45 nonmember ($200 members and $360
for non-members) Note: this is NOT on the website and will not be up until after
the conference to promote attending the live sessions.
Registration is LIVE and lineup of speakers and photos are listed on website.
No discount code for CMs for the webinar 2023. (2024 TBD)
Journal Update: (From Stephen 09/11/2023)
There are no new payments, but now that Colin is providing me the payment structure we need tomorrow, I’m on the outreach to correct that.
Our structure was found in an old copy of journal policies, so we have that.
An automated system is being created. Target date:
Conference 2024
Jim and Monique reviewed the budget and it was approved by the board via email vote.
The EB voted (by email) to approve the following cost of the Spring 2024 conference; Monique was notified on 09/01/2023
Speaker Agreement concessions were approved at the last meeting
One general Admission ticket to the AANLCP 2024 Conference (only valid for the speaker, no exchanges, no cash value)
Jessica continues as the EB liaison for conference committee
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.
Action item: Jess presented “cut off date” for Spring conference per committee’s request to EB.
31 days or more – Full refund less $100 processing fee by March 5
30 days or less – no refund
Core Curriculum
Barbara and Shelly plan to have the text ready for the publisher by the end of September. Remington Publishing verified by email today the addition of proofreading and indexing will be $400 for a total of $1770.
The contract is anticipated by the end of next week and will be forwarded for review and approval.
Jess moved to approve the cost of the proofreading to the final contract
Andrea seconded. It was approved unanimously.
Rebranding/Website
The bylaw changes have gone out to general membership.
Logos, website, rebranding, etc. Tabled until SPM. (Colin will provide budget for his services to work on website).
Administrative Support
Colin’s proposal for telephone services so he and/or his staff can answer the phone line directly. STATUS: requires follow up with Colin now.
SPM – organizing, using google drive vs another system.
Mail is scanned in at the mail site and maintained in a password protected file. There needs to be a process for routine review of the folder and an assigned person responsible for checking it. STATUS: review at next meeting
Per Andrea – A process for maintenance of the Crash Cart with monthly addition of relevant topics needs to be established. Becky is working on integration of the research database from Caragonne and Associates.
New Business
Discussed future Executive Board involvement with conference site selection and location of SPM
Monique is researching cities in the western U.S so they can be considered at the SPM – Phoenix, Flagstaff, San Diego, Vegas
Does it make sense for the executive board to return to the pre-COVID practice of having the SPM at a likely site for the conference 2 years away? – it may not be since we now have a conference planner. Meeting at the conference site for the next event may make more sense. This needs to be addressed in policies/procedures/Annual Manual
The Expert Institute – Andrea would like to follow up with them regarding partnering as opposed to conference sponsorship. A contact person at TEI needs to be identified.
The meeting was adjourned at 1800 CDT
Respectfully Submitted
Shelly Kinney
Secretary, AANLCP