EXECUTIVE COMMITTEE 2009 ANNUAL MEETING
ROCKY MOUNTAIN NEUROSURGICAL SOCIETY
JUNE 26, 2010
PEAKS RESORT, TELLURIDE, COLORADO
Call to Order: The meeting was called to order by Dr. White at 1:15 p.m. The meeting minutes from the Winter Interim meeting were reviewed and approved. Present at the meeting were Dr’s Jonathan White, Mary Kay Gumerlock, Joseph Beshay, Stewart Levy, Richard Day, Michael Brown, Stuart Goodman, and Paul House.
Report of the President: Dr. White thanked the executive committee for their work in regards to running the society and preparing for the meeting. He reported that the annual President’s dinner would be held at the 9545 restaurant in the Inn at Lost Creek on Monday night.
Report of the Vice President: Dr. Day reported that there are 19 vendors registered for the meeting, at $2000 per table. He noticed that there is increasing concern form vendors regarding corporate oversight and regulations that may impact participation, especially if we are not able to provide them with meeting details and a reliable consistent way to register. We need to consolidate the registration process for vendors. Currently, there is a paper form they fill out first. They usually send the check by mail later, and then when we ask them to register online, there is confusion regarding registration fees. It was suggested that the whole process could be done online to clarify. There is also concern regarding the Gmail account, as some companies are worried about security of a Gmail account in that it could look like an untraceable fraud scheme. The question was raised as to whether we could have rockymountainneurosurgicalsociety.org email accounts for each officer position (e.g. firstname.lastname@example.org, email@example.com, firstname.lastname@example.org, etc…).
Report of the Treasurer: The financial state of the Society is good, with net assets of more than $100,000. All reports on the financial status were presented to the executive committee. These are all on file with Dr. House. This year’s meeting may loose a little, with a cost of about $55,000 and projected inflow of $50,000. We should be OK with a small loss since last year’s meeting came out ahead. Active membership is down a little to 85.
The residents’ fund is doing very well, with more than $18,000. The resident award amounts were reviewed and given the surplus in the account, the executive committee decided to increase the awards as follows: 1st Place – $750 cash award to resident plus $1000 unrestricted grant to the sponsoring Department to cover travel expenses covered by the department for the resident; 2nd Place – $500 cash award; and 3rd Place – $250 cash award. There was also some discussion regarding the possibility of funding a resident research project commissioned by the society to evaluate an issue relevant to the RMNS (e.g. transfer criteria of pts with mild TBI in remote areas of the Rocky Mountain region).
Report of the Secretary: The secretary purchased a new laptop and printer for use at the meetings, and it is working well. There was some discussion regarding the coordination and production of the meeting program book. It has recently moved from the responsibility of the secretary to the scientific program chair, but there are still so many parts that have to come together, that the committee felt that the overall process should be supervised and coordinated by the president. The scientific chair will be responsible for getting the scientific program schedule to the president in electronic format. The local arrangements chair will get the social program to the president. The treasurer will send in an electronic version of the updated membership roster, and the CME chair will send in the current and approved version of sections necessary for CME accreditation.
Report of the Website Administrator: The website administrator could not make it to the executive committee, but some issues were discussed. The committee would like to continue using the services of Kelly Johnson (at the University of Utah) to help maintain the website, and would like to be able to have him activate the online registration and abstract submission elements in a more timely fashion. Also see issues regarding vendor registration and email accounts in the VP report.
Report of the Historian: The large book of photographs from previous meetings of the society was brought to the meeting this year by Dr. White, for Dr. Capanna who couldn’t make it. Photos are available for review on the website, and are stored on a disc. Copies of the disc can made for members at their request. As always, please email photos from any meeting to the historian, Dr. Capanna.
Report of the Membership Committee: There were four applications for new membership reviewed by the membership committee and then the executive committee. They will be presented at the annual business meeting for a vote by the membership. The names of the applicants were listed in the Spring Newsletter for review and comments by the membership, prior to the meeting.
Report of the CME Chair: Dr. Beshay has been working diligently to make sure that we meet all ACCME (Accreditation Council for Continuing Medical Education) requirements to receive CME credits for the meeting. He has asked that the CME chair be allowed to write the objectives for the meeting, the guest speakers and the abstracts, after the program has been laid out, since the language used in the objectives must follow very specific guidelines. The disclosure forms will need to be revised for next year, and from now on the moderators and all the executive committee members will need to submit disclosure forms as well, even if they are not speaking in the scientific program.
Report on 2010 Meeting: Dr. Gumerlock reported on the details for the 2010 meeting. The meeting is approved for 15.25 hours of AMA PRA Category I Credits. The social program consists of the opening reception on Saturday and the Awards Banquet on Tuesday night. Participants can sign up for other activities on an individual basis with a vendor stationed in the reception area.
Annual Meeting Needs Assessment: A needs assessment for the annual meeting was reviewed by the executive committee, and the committee agreed on the need for continued annual meetings of the Society. RMNS member evaluations and comments were taken into consideration in order to determine appropriate and timely topics for the scientific program. Guest speakers with expertise in the areas of interest to our society, and good presentation and communication skills will be chosen to help us meet our learning objectives. These objectives will be further delineated at the winter interim executive meeting. Open abstracts from members and other interested and qualified participants will be accepted for presentation as well.
Report on 2011 Meeting: Dr. Elliott is working on local arrangements for the 2011 meeting in Taos, NM, but was not available at the executive meeting for an update.
Future Meeting Sites: The 2012 meeting will be in Hawaii, and 2013 will be in Sun Valley. Several possible locations for future meeting sites for 2014 and beyond were discussed, including: Bend, OR; Glacier, Montana; or the Banff/Jasper region of Canada.
There being no further business the meeting was adjourned at 15:40 p.m.
Respectfully Submitted, A. Stewart Levy, MD, Secretary