EXECUTIVE COMMITTEE 2013 ANNUAL SUMMER MEETING
ROCKY MOUNTAIN NEUROSURGICAL SOCIETY
June 15, 2012, 1 PM
Sun Valley Inn, ID
Call to Order: The meeting was called to order by Dr. Randy Jensen at 1:30 p.m. The minutes from the Summer Executive meetings were reviewed and approved. Present at the meeting were physicians Randy Jensen, Stewart Levy, Richard Day, Al Capanna, Brett Dietz, Paul Elliott, Joel MacDonald, Kelly Schmidt, Lee Krauth, and Paul House. Absent were Yevgeniy Khavkin, Todd Hankinson, and Michael Brown.
Report of the President: Dr. Levy discussed some organizational and historical points and reintroduced guest speakers. It is the main job of the president to arrange and attend to the Honored Guest speakers. Made note guest speakers leaving early so Wednesdays schedule had to be adjusted. In the future consider options to keep honored speakers onsite through the meeting such as follow-up calls to confirm. Consider honorarium based on length of stay but realize it is often difficult to get commitment especially of specific areas such a trauma.
Report of the Vice President: Dr. House confirmed that Vendor registration of $2500 was satisfactorily received and not thought to be excessive. A total of 21 companies, 35 vendors attendees had registered. We showed some flexibility on tables and participants to accommodate some vendor requests.
Report of the Treasurer: Out new bank is Wells Fargo, need to assign a second signer for the account. CDs continue to mature and are just converted to cash since rates of return are not so poor. An option to convert some funds now to Canadian dollars for next year’s meeting was rejected based on the uncertainty of the exchange rate and a conservative investment posture of the society. Currently Paypal funds may exist as a trial account was initiated but failed to fully launch but are not immediately accessible to the treasurer. Website administrators will solve this disconnect and Paypal will be an option for future dues collection. Dues have been sent out but the roster inaccuracies make it unclear how many active dues paying members exist. We make an effort to send out dues prior to year end to make available tax free donations to resident fund. Donations to the resident fund remain stable. Winter Executive meeting budget discussed and thought to be reasonable. Some variability in cost due to fluctuations in Vegas hotel and airfare rates from year to year. Costs have also increased as more board positions have been created to handle the societies growth. In general profits from annual meeting are used to cover the costs of the Winter meeting for a net balance. Planning an independent accounting audit this year to verify accuracy and protect the incoming treasurer from potential past inaccuracies.
Report of the Secretary: Program arrived on site and appears complete. Using same printers with all formatting done by internally with Publisher and the cover is the only part that remains a design feature performed by The Good Printing Company. Consider not putting disclosure statements in the program because they can hold up the approval by AANS since they need copies of all disclosures from those listed in the program and those often do not get completed until face to face with people at the meeting site. At request of AANS had to add wordage on audience and method of instruction to newsletter and program. As a reminder, next years printing will again need to include the roster. Copies of all electronic documents are on the RMNS computer and online Dropbox account.
Report of the Website Administrator: The website is becoming more functional. It is still a work in progress, especially with regard to the roster and billing and accounting. The society is still using RegOnline for the annual meeting planning and execution.
Report of the Historian: Dr. Capanna provided some historical details on Sun Valley. Announced AAPS filed suit against American Board of Medical Specialties with regard to CME/MOC. Encouraged us to monitor outcome of this suit as it affects future CME. The history of the gavel was reviewed and ti was noted that it was donated by Dwight Parkinson in 1967 as was made from the rosewood railing salvaged from the Royal College of Surgeons building in Montreal when it was remodeled. The hand tooled box to protect the gavel was donated by Alex Johnson and was commissioned from a saddle maker in Great Falls.
Report of the Membership Committee: There were two new applications to review Ali Murad and Todd Hankinson. These were approved from presentation to the membership on Tuesday. It was agreed there needs to be continued efforts to not only maintain but boost our membership and people move, retire or expire.
Report of the CME Chair: Dr. Dietze 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. All speakers, moderators and executive committee members have submitted their forms which will be delivered to the AANS prior to meeting start. It was suggested that a confirmation email with the form attached should be sent to each presenting registrant and committee members participating in the planning of the meeting. All marketing and program materials need to be approved by AANS. This included Newsletters and our Program. It was noted that we get good marks by AANS for compliance.
Report on 2013 Meeting: Dr. Jensen provided a detailed update on arrangements including schedule changes. More details were provided on our social calendar.
Annual Meeting Needs Assessment and Scientific Program: 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. The individual committee members have discussed with the general membership their overall satisfaction with the last meeting. We found that the membership was pleased with the objectives and felt that they were met. The previous meeting needs were met and RMNS member evaluations and comments were taken into consideration in order to determine appropriate and timely topics for the future scientific program and gap. 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 and close the meeting educational gap. We will continue to encourage a variety of talks including topics that may relate to the socioeconomics of neurosurgery and not just basic science.
Report on 2014 Meeting: Dr. Krauth is working on local arrangements for the 2014 meeting in Victoria and is planning an August and September site visit. We have contracts in place for the meeting site and Presidents dinner. It is recommended to avoid Vancouver for customs. Fly to San Francisco or Seattle and then direct to Victoria Island. A 2.5 hour casino ferry ride is available from Seattle as well. Westin rates will also be good for Vancouver or Whistler if people want to journey before or after the meeting dates. Zip line and whale watch events are being planned. For children there is a go-kart and batting cage facility as well as a fantastic bug museum. Attendees will need to be reminded to bring a passport and vendors might find more challenges in trying to attend a meeting in Canada. One bedroom suites will be an nice choice with significant savings over regular rates.
Future Meeting Sites: Future meeting sites were discussed and Dr. Michael Brown has begun investigating options for the 50thyear celebration, 2015, in Colorado Springs, the society’s first ever meeting site. Dr. Richard Day agreed to perform a site visit to the Whitefish Resort in Montana and present his findings at the Winter Executive Meeting for consideration. Other potential sites include Durango, CO, Lake Powell, UT, Lake Tahoe, CA, Mexico, Black Hills, ND.
Old Business: Web site already discussed.
New Business: None presented
There being no further business the meeting was adjourned at 16:35.
Richard A. A. Day, MD, Secretary RMNS