WCRA Business Meeting Minutes 10-6-11

WCRA Exc Committee Meeting Minutes 8-11-11

Members of Website committee are:

Nancy Sonnleitner

PRESIDENT

FUNDAMENTAL RESPONSIBILITY

The Association President is the chief administrative officer of the organization.  The Committee involvement includes the Executive Committee, Ex-Officio of all committees except the Nominating Committee.  While not doing the actual work, the president must be responsible for seeing that the functions of each committee are carried out.

SUMMARY OF SPECIFIC FUNCTIONS

1.       Attendance is required at Executive Meeting and Fall Business Meeting. If unable to attend, officer must notify the president prior to the meeting. Executive committee will review attendance. Failure to attend meetings may result in forfeiture of office.

2.  Serves as the principal communication resource person between officers, committees and   general membership.

3.  Shall be responsible for representing the Association whenever such representation is         necessary or will delegate an appropriate person to do so.

4.  Determine if all programs and functions of the Association are operating correctly, and to     keep informed regarding proceedings of the Association.

5.  Appoints all standing committee chairpersons and committee members.  Responsible for    verbal and written requests by and for the Association whenever there is not an             appropriate committee designated to do so.

6.  Officially opens Association Meetings, maintains order and adjourns the meetings.

7.  Develops an agenda for the Executive Committee Meetings, determines the need for such    and calls the meetings to order. 

8.  Provides leadership and lends direction to Association meetings and committee meetings.

9.  Updates the membership of all Association activity and business at each Association Meeting.

 
JOB DESCRIPTION

VICE-PRESIDENT

FUNDAMENTAL RESPONSIBILITY

The Association Vice-President is responsible to the Executive Committee and may not chair any other committee during term of office.  This person reports directly to the President and serves as assistant to the President in carrying out the President’s duties.  The Vice-President shall assume the duties of the President in his/her absence.

SUMMARY OF SPECIFIC FUNCTIONS

1.  Attendance is required at Executive Meeting and Fall Business Meeting. If unable to attend, 
officer must notify the president prior to the meeting. Executive committee will review attendance. Failure to attend meetings may result in forfeiture of office.

2.  Assists the President at the Executive Committee Meetings and assumes some of the tasks at the Executive level when they become too numerous or lengthy for the President to     accomplish alone.

3.  Proof reads and edits Executive Committee minutes as written by the Secretary and forwards them to the Newsletter Committee for publication.

4.  Reviews and updates officer job descriptions as necessary.

5.  Performs such other duties as directed by the President.

JOB DESCRIPTION

SECRETARY

FUNDAMENTAL RESPONSIBILITY

The Association Secretary is responsible to the Executive Committee and may not chair any other committee during the term of office.  The Secretary is responsible for all records, correspondence and reports of the Association.  The Secretary shall keep records in summary form and distribute them to the Officers and Association members.

SUMMARY OF SPECIFIC FUNCTIONS

1.  Attendance is required at Executive Meeting and Fall Business Meeting. If unable to attend, 
officer must notify the president prior to the meeting. Executive committee will review attendance. Failure to attend meetings may result in forfeiture of office.

2.  Takes minutes of all Association Business and Executive Meetings.

3.  Distributes minutes to the Vice-President for review and edit.

4.  Keeps copies of all correspondence and sends out notices of Executive Committee Meetings.

5.  Keeps the official roster and attendance records.

6.  Maintains a list of all existing Committees and their members.

7.  Distributes notices of Association Meetings.

8.  Submits a report of the Secretary’s activities at each Association meeting.

JOB DESCRIPTION

TREASURER

FUNDAMENTAL RESPONSIBILITY

The Treasurer is the chief financial officer of the Association and has the responsibility of maintaining all accounts of the Association.  Shall collect dues of the membership and pay the legitimate expenses of the Association and its members.

SUMMARY OF SPECIFIC FUNCTIONS

1.  Attendance is required at Executive Meeting and Fall Business Meeting. If unable to attend, 
officer must notify the president prior to the meeting. Executive committee will review attendance. Failure to attend meetings may result in forfeiture of office.

2.  Maintains the checking and savings accounts for the Association.

3.  Reimburses officers and members for expenses incurred in the operation of the organization  and its program.

4.  Pays legitimate expenses pertinent to the Association activities.

5.  Collects dues and registrations fees.

6.  Submits a report of financial status of the organization at each Association Meeting.

JOB DESCRIPTION

NCRA LIAISON

FUNDAMENTAL RESPONSIBILITY

The NCRA Liaison is responsible to the Executive Committee and acts as a communication link between NCRA and WCRA.

The NCRA Liaison is required to attend the National NCRA Meeting. WCRA will reimburse liaison for early bird registration, airfare, a maximum of four night hotel stay, and a maximum of fifty dollars per day for food expenses if liaison is not reimbursed by employer. 

SUMMARY OF SPECIFIC FUNCTIONS:

1.  Attendance is required at Executive Meeting and Fall Business Meeting. If unable to attend, 
officer must notify the president prior to the meeting. Executive committee will review attendance. Failure to attend meetings may result in forfeiture of office.

2.  To establish and maintain a communication link between NCRA and WCRA.

3.  To contact the Midwest Regional Directors with any WCRA concerns or problems.

4.  To relay any written correspondence from NCRA directly to the WCRA President and then to the Newsletter Committee for distribution to the membership.

5.  To share with WCRA any pertinent information obtained from attendance at NCRA meetings.

6.  To serve as an active member of the WCRA Executive Committee.

7.  NCRA membership is required for this position.

At the WCRA Annual Meeting (Fall 2008) a proposal was made to have members vote electronically rather than by paper ballots. This would require a change to the WCRA Bylaws. The following change is proposed and must be ratified by 2/3 of the membership. If the change is ratified, the electronic voting would become effective for the 2010 WCRA Annual Fall Meeting.

Proposed WCRA Bylaws Change for Voting

Current:

Article V     Officers and Duties

SECTION 5:  Election:

The officer shall be elected by a majority vote cast by the active members in good standing.  Ballots with instructions for their use shall be placed in the mail to all voting members 30 days prior to the Annual Meeting.  In order to be counted, a ballot must be returned by mail in the envelope provided and must be received 15 days prior to the Annual Meeting.  Valid ballots shall be opened and tabulated by the Nominating Committee.  The results of the election shall be announced to the nominees at least seven days prior to the Annual Meeting, and announced to the general membership at the Annual Meeting.  In the event of a tie, the Executive Committee shall vote to break the tie.

Proposed Change: (Changes in bold)

The officer shall be elected by a majority vote cast by the active members in good standing.  Ballots with instructions for their use shall be posted on the WCRA Webpage 30 days prior to the Annual Meeting.  In order to be valid, the ballot must be cast electronically per instructions on the WCRA Webpage and must be received 15 days prior to the Annual Meeting.  Only valid ballots shall be tabulated by the Nominating Committee.  The results of the election shall be announced to the nominees at least seven days prior to the Annual Meeting, and announced to the general membership at the Annual Meeting.  In the event of a tie, the Executive Committee shall vote to break the tie.

I accept the change_____

I reject the change______

Updated – 10/1/09

June 13rh, 2009
St. Luke’s Medical Center
Milwaukee, WI

Present:  Alberta Caughey, Cindy Ganzel, Mary Kissinger, Pat Recely,
Nancy Sonnleitner, Janet Wyrick

 Absent:   Shondel Hansen, Tiffany Johnson, Trish Obrecht, Jen Vogels                      

I.     Old Business

a.    Change to Bylaws

Pat presented the proposed ballot changes.  The committee reviewed the proposed changes and made some suggestions in the wording. The membership would vote on this at the annual meeting and it would take effect next year.

The final changes are (changes are in bold font): 

The officer shall be elected by a majority vote cast by the active members in good standing.  Ballots with instructions for their use shall be posted on the WCRA Webpage 30 days prior to the Annual Meeting and in order to be valid, the ballot must be cast electronically per instructions on the WCRA Webpage and must be received 15 days prior to the Annual Meeting.  Only valid ballots shall be tabulated by the Nominating Committee.  The results of the election shall be announced to the nominees at least seven days prior to the Annual Meeting, and announced to the general membership at the Annual Meeting.  In the event of a tie, the Executive Committee shall vote to break the tie.

II.    New Business

a.    Treasurers Report

Nancy presented the treasurer’s report. The committee reviewed the bank balances.  The CD renewal date is on 8/31/09. Nancy is looking into several interest bearing accounts. At this time we will renew the CD for another year.

Nancy also reported that Trisha Urbaniak from RegAssist provided a donation towards the fall conference this year.

b.     MembershipThe committee reviewed the membership list. Membership has been falling for several years. We discussed strategies to increase membership, such as looking into providing discounts, or coordinating webinars, offering more regional educational events, i.e. workshops in the Fox Valley, Milwaukee Area, and Northern.  We discussed limiting access to parts of the website to members only and looking into whether we could offer webinars to our members through the restricted access part of the website.  Cindy suggested we look into what other state organizations provide for their members. She suggested checking on face book or the Linked In website. 

c.     Educational Grant Request

Carole Eberle from WCRS would like to attend the Collaborative Stage training sessions in Chicago.  Because of budget cuts at the State she will not be reimbursed for registration for this workshop and asked if WCRS could help. The registration is $375.00. After much discussion the committee agreed to do this on the following conditions: Carole will conduct a minimum of 2 training sessions in different locations in the state, and one webinar.  She will not charge an honorarium for these training sessions.  

A WCRA member is interested in taking the CTR exam and has asked for a grant to help pay for some of the study materials. The materials cost $180.00. The committee agreed to provide $90.00 towards the materials if she would write an article for the WCRA website reviewing the materials, what she found helpful, what she did not find helpful.

d.     AJCC Staging Manual Discount Order

Mary will look into whether we can get a discount on the AJCC staging manual if we place a bulk order.  

e.    NCRA Liaison Position

The committee discussed whether we should reimburse someone to attend the NCRA Annual meeting at a cost of $2000-2500 a year. The symposium is available to NCRA members though their website.  It was suggested that we find a WCRA member who is going to the national meeting and ask them if they would report back to the WCRA at the fall meeting or through the website. In return we would waive their membership dues for one year. We will bring this up to the membership for their input.

f.    Annual Meeting Madison

     1.    Agenda- the committee reviewed the agenda. The brochure is in the process of being designed. The committee suggested that we send a brochure to the technical colleges that have HIM programs such as Moraine Park, Gateway, College of the Lake in Green bay, Madison Area Technical College. There will be registration by email. 

     2.    Genentech Speaker

            a.  Mary is working with the Genentech rep about a pre-conference dinner and speaker. She will send out an email when she finds out more.

     3.    Bob will contact vendors to see if they are interested in having a table at the conference. The charge will be $250.00 and they will have to pay for their meals. Possible vendors are ERS, Oncolog, CNEXT, Champs, Pyramid, K-force, and Reflex Oncology.

     4.    Bob asked about gifts for the membership, the committee thought that is not really necessary. We can check out to see if there are businesses that would be willing to donate items.   

     5.    Silent Auction

            a.  Interest in the silent auction has been waning. The committee decided that we will discontinue this for a year.

g.   Social Hours (Thursday pm)

Bob has talked to the hotel about social get together on Thursday evening.

October 16, 2008
Holiday Inn & Conference Center
Marshfield, WI

Call to Order: The 2008 WCRA Business meeting was called to order by President Nancy Sonnleitner at 3:15pm on Thursday, October 16, 2008. 

Membership:  The 2007 membership for WCRA is 60 members.  22 members registered for the conference with greater than 77% of active members present fulfilling the quorum requirement.

Thanks To:  Nancy Sonnleitner thanked Marshfield for hosting the 2008 WCRA annual meeting.  RegAssist, Inc. for their sponsorship of the social hour.   

OLD BUSINESS: 

2007 Annual Business Minutes:  The 2007 minutes were posted on line and had been previously read by the members.  A motion was made and seconded to accept the minutes as written and it was approved by the membership. 

NCRA Basket:  A WI state basket for the 2008 NCRA Annual Conference was sent to Minneapolis, MN by Trish Braun.  Nancy Sonnleitner thanked Trish. 

Outgoing Committee Members: Nancy Sonnleitner introduced the outgoing WCRA committee members as follows:

President-Nancy Sonnleitner
Vice President-Sara Biese
Secretary-Tiffany Johnson
Membership-Linda Ramsden
Nominating-Jen Vogels
Website-Shondel Hansen & Janet Wyrick
Liaison-Trish Braun 

NEW BUSINESS: 

New CTRS:  President Nancy Sonnleitner announced the names of WCRA members
who obtained their CTR credentials this past year and a plaque was presented to honor
each.  Members recognized this year were: 

Cindy Koeppl-Marshfield/St Michaels
Pat Norris-West Allis Memorial
Sharon McGinnis-Waukesha

Silent Auction:  The Executive committee held a silent auction again this year.  The money raised will be used to support funding of members unable to obtain financial support to attend the WCRA annual meeting.  Discussion was held regarding the continuation of the silent auction; while members enjoy the auction and many items are donated by member, the auction items have been going for monies far below their value.  Please contact the executive committee if you have any questions/suggestions for further fund raiser opportunites.  The Robert Hendrickson scholarship application is also available.  If interested contact Nancy Sonnleitner and she will email the information. 

WCRA Executive Committee Voting Method:  The current WCRA voting procedure was discussed.  Pat Recely addressed the options to include voting by voice, mail, email, or at an annual conference.  The choice of email was addressed and some of the issues discussed were: cost of software, increased involvement of all members due to low conference attendance.  Jen Vogels did investigate software available and noted there are free software and low cost software programs available.  She will forward information to Janet & Shondel.  Jen also addressed the cost of postage and time in the mailing method.  Registered members present voted to have voice vote at this meeting and the decision was made to have this voice vote as an option at our fall meetings if a quorum is met.  

Liaison Position:  Nancy Sonnleitner addressed the fact that this is an appointed position by the president.  Due to increasing costs across the board and decrease in funding available the executive committee will be reviewing this position. We currently cover the cost for the NCRA Annual Conference for this position.  A suggestion was made to have 1 or 2 members take notes at the NCRA Annual Conference and present at the WCRA Fall Conference or post on our website.  Another suggestion was made to purchase the tapes NCRA makes available.  The executive committee will address these issues.  Please email any suggestions or concerns to the executive committee. 

Membership Dues: Due date is December, 31, 2008.

Reminder – if have not submitted your 2009 membership dues – the membership rate is $25.00 after 1/1/09
For more information contact either Shondel Hansen at 715-847-2000 ext 53586 or Tricia Obrecht at 608-756-6139

2009 WCRA Annual Fall Conference:  Bob Millholland from UWMadison will host the 2009 conference and Lisa Robertson from Milwaukee will host the 2010 conference. 

Incoming Committee Members: Nancy Sonnleitner introduced the incoming WCRA

Committee members as follows:
President-Mary Kissinger
Vice President-Janet Wyrick
Secretary-Tiffany Johnson
Treasurer-Nancy Sonnleitner
ByLaws-Pat Recely, Cindy Ganzel, & Alberta Caughey
Membership:Shondel Hansen & Trish Obrecht
Nominating:Jen Vogels
Website:Shondel Hansen & Janet Wyrick 

Closing remarks:  Nancy Sonnleitner thanked everyone for their past 4yrs of support in her position as President.   A social hour will be sponsored by RegAssist, Inc. following today’s conference.   Members were reminded to take time to look at all the silent auction donations provided by members.  Much appreciation was given to the members who continue to donate items to make this fundraiser worthwhile.

With no other new business at hand, a motion was made to adjourn the meeting at 4:15pm. 

Respectfully submitted,

Tiffany Johnson