Heart of America Chapter
Healthcare Financial Management Association
Board Meeting
May 11, 2007
Human Arc Offices -- 6301 Rockhill Road, Suite 200

Officers:
Shanna Hanson, President
Mary Knollmeyer, President Elect
Miccole Bowen, Vice President
John Travis, Secretary
Natalie Lee, Treasurer

Other Attendees:
Donna Findley (Past President)
Deb Hurt (Networking)

Board Members:
Linda Cole (Bylaws)
Michelle Naus
Mark Wilkinson (Audit)
Mary Jonscher (Membership)
Marilyn Egelston (Membership)
Tammy Shepherd (CFO Forum)
Marvin Mickelson (Bd. Member, Nsltr.)
Diane Watkins (Membership Directory)

Call to order -- Shanna Hanson

Shanna Hanson called the meeting to order at 8:10 am.

Treasurer’s Report -- Natalie Lee

Natalie calculated the days cash on hand as 891 as of 3-31-07. Natalie estimated it will be at 616 as of the end of the fiscal year. There is an $80 bad debt expense that should have not been included on a cash basis. Natalie will adjust the financial statements for this, and adjust the bad debt expense off if necessary on the Balance Sheet. The financial statements with corrections were approved unanimously.

Approval of March Board Minutes -- John Travis

Minutes from the March 30, 2007 meeting were approved as written. Motion to approve was made by Donna Findley and seconded by Mary Knollmeyer. The minutes were approved unanimously.

Review of Action Items from Last Meeting -- John Travis

Items 1-4 are done. Items 5-7 related to Cvent will be reviewed during the meeting.
Item 8 will be moved forward,
Item 9 - Bylaws have changed and officers will sign. We will need to cancel our current checking account since we have a new Tax ID. National also has to apply for Kansas status.
Items 10-11 will be discussed during the meeting.
Item 13 is done.
Item 14 will be discussed during the meeting.
Item 15 is done.

Review of Goals and Objectives from 2006-07 -- Shanna Hanson

1. We did not do a survey this year because National will do one in the Fall. We saw a 10% decline in program evaluations with the changes we made. There was a 15.89% increase in registrant hours. However, we do not know if the increase is related to local meetings or National meetings. The increase does not include the April meeting hours. Both the HFMA National program in KC and Fall Workshop helped the increase. We have been including the National meeting events in the newsletter to increase attendance. There were 22 people that went to ANI in Orlando.
2. Membership growth & retention: wanted 5% growth, actually had -1.00%, 85% retention over 4 years – don’t have data; 75% of 0-4 yr members met it with 78.1%
3. Increase membership growth & involvement SFE --- Tammy helped meet all of the goals and a Yerger nomination was submitted.
4. 4% improvement on Networking evaluations
5. Sponsorship $ higher than prior year --- $2,300 increase as of 4/27 from PY

Preview of CBSC Goal Planning for 2007-08 -- Mary Knollmeyer

We will discuss in depth after this meeting and will go over the final product at our mini-LTC. We can set higher goals than the National target goals, and if we don’t meet those but meet Nationals, we will still get points.

Review of Program Plan/Calendar for 2007-08 -- Miccole Bowen

Program planning tool and budgets have been sent out. Some dates will change. Trying a new venue, Town Pavilion, and we will have to find catering for it. Mickey will check on the parking issue to determine how that will be handled. The dates on the program planning tool kit are correct. Changed UB04/NPI update because speakers were not sure if they could fill a whole program about how it’s currently going. So, the program was changed to a coding update. Mickey is still need looking for people to be involved in the committee.

Planning—we have talked about working closely with other associations. Mary K. and Sue B. met with Mike Dunaway, who said they should contact Beth Morale about cosponsoring events with them for MHA meetings. They would be willing to help us find speakers/topics, etc. MHA updates CEOs but that information does not always get passed to the CFOs and other staff. MHA will provide their mailing lists and print labels for you for the group you are targeting. Next step is for Mary K. and Mickey to call MHA and work with them to set it up.

Deb Hurt will try contacting Tom Bell at KHA to see if they would be willing to co-sponsor events.

The Learning w/ MHA program with UB 04 in February – MHA asked us to cosponsor with them, along with the Show Me and St. Louis chapters. Shanna coordinated this. MHA said they would send out invitations in December, but Shanna followed up in January and MHA wasn’t going to send out the invitations. We need to make sure we know what co-sponsorship means, i.e. will they send out invites. Our chapter had double the members than the other chapters.

We are having more programs this year and are switching days to include Tuesdays and Wednesdays. We should try to coordinate with Greater KC & Northland Medical group managers.

Review of Proposed Budget 2007-08 -- Natalie Lee

Natalie presented the 2007-08 proposed budget. A net loss of $12,892 is forecasted mainly due to the increased program expense budget. Shanna Hanson asked each major committee chair with an expense budget to comment on their budget for any changes in assumptions.

For Networking, Shanna Hanson asked Natalie Lee to follow up with Phil Johannes on why the networking revenue and expense budget was lower than 2006-07. Deborah Hurt commented she thought it was because the number of golfers and lunch attendees estimated was lower than in 2006-07.

For Programming, Miccole Bowen walked through her budget assumptions. AV is budgeted for $250 per program (microphone and projection screen). One item that could be done on an as needed basis is for microphones if the room configuration seems to require it. Rooms also may be less than the $500 per program budgeted. Miccole is close to getting facilities booked, and will replace this with actual cost estimates. Use of CVent will also contribute to greater expense ($2600). Early Bird has been proposed to allow for a “half season ticket” package, but it was agreed to restore it to be for the full year’s programming. Miccole will make the change. Miccole will also work to validate the food budget is she can get specific numbers. Miccole will provide an updated programming budget by the first part of the week of May 14.

Web site will remain budgeted to support upgrade to the web site at $1500.

The discussion of the board about the degree of projected loss was that this was a transitional year, and it was necessary for now to make that transition.

Mary Knollmeyer moved that the board approve the budget within the range of a $15000 loss to account for the effect of the pending changes noted above. Shanna motioned to approve, and Michelle seconded. The board approved the motion unanimously.

Approval of 2007-08 Committee Chairs -- Mary Knollmeyer

Mary Knollmeyer reviewed the proposed committee chairs for 2007-08. Given the change in bylaws for this year, the board must approve the committee chairs. Mary moved for the committee chairs to be approved as proposed. Donna Findley seconded. The motion passed unanimously. Miccole will work with John Travis and with Natalie Lee to cover her program chair responsibilities while she is on leave.

Report out from LTC -- LTC Attendees

John Travis, Marvin Mickelson, Mary Knollmeyer and Natalie Lee provided brief update of their respective tracks. There were no motions made for the board.

Use of Cvent for Program Registration and Promotion -- Natalie Lee/Miccole Bowen

Natalie presented on her efforts to get references on the use of CVent. She had not yet been able to find too much information, but will continue to look into them. The program brochure will need to be reconciled to reflect the registration options. Miccole expressed concern that we were getting too close to the cutoff for the July program brochure to use CVent for that program. Natalie mentioned that the contract for CVent is 3-4 years in duration with a guaranteed minimum number of registrants. Shanna recommended that we defer on contracting with CVent until after the July program. Natalie will continue to work to develop a proposal with CVent based on the registrants we would anticipate for a whole programming year. Shanna and Miccole suggested that Natalie ask CVent about the possibility of managing registration for the Fall Workshop as a one time event.

Natalie presented a cost benefit analysis of the options of using CVent and using National for online registration. If all attendees registered through both options, CVent would cost about $839 more for the year before considering cost of mailings and postage which would more than make up the difference. National also is not proving to be too service friendly to use because of limitations of managing non-credit card registrations and providing easy to use data files for registrant information.

It was agreed that Natalie will continue to work with CVent to develop a proposal, and that we would not act on finalizing anything until after the July program. It was suggested Natalie ask for references on clients who have opted out or terminated the agreement with CVent, and that have been through the full contract duration with CVent.

Use of Tiger Woods Hole Money -- Deborah Hurt

The Tiger Woods hole converts a par 5 into a par 3 for golfers who opt to participate. Deborah proposed that the money be used to first cover the costs of the golf event for this year, and for next year, we may consider using the money for scholarships.

Mini-LTC Agenda/Event -- John Travis

John Travis presented on the planned agenda for mini-LTC which will be on June 8th from 11:30 am to 3:00 pm at PowerPlay in Shawnee. John will distribute the agenda next week. John will make binders for the Operations Manual for all officers, board members, committee chairs and committee members. John will notify the committee chairs to expect to be able to have 30 minutes of planning time.

Committee Motions for Board Attention -- Committee Chairs

Networking

Deborah Hurt presented on Networking that both the number of golfers and golf sponsors was falling short from last year. We do not have a lunch or a networking reception sponsor. Currently we have 71 total attendees and 57 golfers registered. Shanna and Deborah both encouraged board members and officers to promote the event to their respective organizations, and another e-mail will go from Shanna to the chapter list serv to promote the event.

Natalie pointed out a discrepancy in the program assumptions between Networking and Sponsorship relative to golf event sponsors. Platinum sponsors get four free golf registrations with lunch included for the golf, and also receive two free lunches to the annual chapter meeting. The annual meeting is the same as the golf event so in essence, Platinum sponsors seem to receive two additional free lunches beyond the golfers. We will leave this as is for now, and work to clarify this for next year especially if we hold the annual meeting as a separate event from the golf for officer and board member installation.

Deborah also mentioned the committee is considering other golf courses for next year’s event, and asked for suggestions.

Audit

Mark Wilkinson is working with an individual to help in the financial review.

Membership

Final member numbers are due before the end of the month for judging chapter awards.

Next Board Meeting -- Mary Knollmeyer

The next board meeting will be August 23rd at 10:00 am at the Overland Park Convention Center. The other board meetings for next year will be November 14, January 22, March 26 and April 24.

Adjournment -- Shanna Hanson

The meeting was adjourned at 9:40 am by Shanna Hanson.

Respectfully submitted,
Natalie Lee, Treasurer