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TOPIC
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DISCUSSION
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ACTION
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Call to Order
Meeting at Windsor Business Park, Richmond w/ conference call. |
The meeting was called to order at 10:15 a.m. |
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| Approval of Minutes |
The minutes were reviewed. |
Approved as written. |
| Treasurer's Report |
The treasurer's report was provided by Cheryl Daughdrille & Linda Vernon. Treasurer's materials were transitioned to C. Daughdrille. |
C. Daughdrille will do a full reconciliation and report at the next meeting. |
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OLD BUSINESS
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| Financial Records |
The financial records were turned over following an arduous process. No audit was conducted per prior discussions as the organization had been lead to believe. |
A formal letter needs to be forwarded to the Nominating Committee identifying anyone who is not appropriate to hold future office. C. Grechanek will be added to this list based performance during her tenure. |
| Richmond Health Information Management Association |
Richmond Health Information Management Association funds were still missing in action following informal dissolution of the organization. Linda contacted the bank; Lee Murray was on the bank signature card. Lee forwarded approval to Linda to access the account. As of 11/17/05 have been closed $2834.95 have been transferred into a money market account with VHIMA.There is a certificate of deposit that will mature in March 2006 that will need to be handled. |
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NEW BUSINESS
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| 2006 VHIMA Annual Meeting |
Kristin Setliff presented an overview of the work done to date of the Planning Committee for the 2006 VHIMA Annual meeting to be held in Roanoke.Several questions were addressed with the board:
1. Theme: Reaching for your Potential
2. Keynote: speaker Mary Foley, looking for vendor sponsorship to help with fees.
3. Other speakers are being finalized.
4. Tentative agenda reviewed.
5. Ruth Ellen Ayers helping to coordinate coding educational tracks. |
K. Setliff to provide an update at next meeting. |
| Newsletter |
Brandi Fowler has published the first newsletter. Great feedback overall. Brandi is looking for additional feedback to make it what the membership is looking for. Next newsletter is planned for December. Ideas for national convention follow-up, 2006 VHIMA conference, EHR. |
1. Articles and information needs to get information for the newsletter to December 2, 2005 for the newsletter. Target publication date is December 16th.
2. B. Fowler will forward an email rejection list to board members to see if we can fill in gaps of invalid emails. |
| Consumer Education Coordinator (CEC) |
No report at this time. |
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| Website Update |
Karen Phipps reported on the status of revisions. Phase one is complete which transfers information from existing site to new one. Phase two will include addition several key areas such as scrapbook, search function, vendor description page. The designer has approximately 25 hours remaining in contracted time to complete the project. |
K. Phipps will follow-up with designer this coming week. Membership please forward Needs to get pictures sent to have included. |
| Nominating Committee |
Lisa Marks has accepted the Nominating Chair. The board discussed timeframes for election and ballot. |
C. Phelps will forward policies and procedures to outline the process and timelines. Board membership to forward any potential officers to L. Marks for contact. |
| VHIMA Convention 2007 |
Initial discussion with joining forces with the Maryland and DC chapters for a joint meeting. Board agreed it could have good synergy and would like to evaluate.Possible combined location a new convention center in Fredericksburg.Tentative dates pending combination 4/23-27/2007 |
L. Vernon will initiate conversations with state presidents on combining our meeting for 2007. |
| Educational Support & EHR Survey |
No report at this time on results. |
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| Membership |
Linda Vernon provided brief update on pursuing an update to the information brochure. Shelia Gunn is doing some research to see what other organizations are doing. |
Report update at next update to coordinate forward movement on revisions. |
| Upcoming events |
1. Winter Team Talks - scheduled for 3/16/2006
Cindy Phelps will participate and need one more representative. Deadline for registration is 2/28/2006.
2. Hill Day - scheduled for 3/15/2006 |
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| Scholarship |
There may be barriers to getting information to students. Possibly include student members being identified for mailing.
Discussed revision to the guidelines to maybe include individuals who are actively involved in the field, consideration to include those attending a Virginia educational institution. Policy has not been revised since 2001.
Board approved revision to the policy to include non-Virginia residents enrolled in an accredited program in Virginia. |
E. Bickley will look at possible revisions to policy. Include a brief overview in the newsletter for December with appropriate contact information regarding application process and deadlines.
C. Phelps will update policy with these approved revisions and then forward to E. Bickley.
Information will be added to the COP and the VHIMA website. |
| Adjournment |
The meeting was adjourned at 12:15 p.m. |
Next scheduled meeting will be a face-to-face in Charlottesville on January 20, 2006 |
