Robert C. Byrd Health Sciences Center

Robert C. Byrd Health Sciences Center OF West Virginia UNIVERSITY ******************************************************** HEALTH SCIENCES & TECHNOLOGY ACADEMY

MINUTES August 24th, 2015 JOINT GOVERNING BOARD MEETING

OPENING

The ONE HUNDRED SIXTIETH meeting of the HSTA Joint Governing Board was held Monday, August 24th, 2015 at the Summersville Conference Center, Summersville, WV. HSTA JGB Chair Wallace Jones opened the meeting at 12:55 PM. A list of all persons present at this meeting entitled “HSTA joint Governing Board Roll Call August 24th, 2015” is attached as the last pages of these minutes. A summary of all voting members present for this meeting is as follows:

Joint Governing Board Community Members Seated August 24th, 2015 05 Joint Governing Board Ex-Officio Members Seated August 24th, 2015 01 J.G.B. Voting Members Required For Quorum (51% of Community Representatives) 11 Joint Governing Board Community Members/Alternates/Proxies Present: 20 Joint Governing Board Ex-Officio Members/Alternates/Proxies Present: 21 Total number people present…………………………...... 32

INVOCATION In lieu of an invocation address, a moment of silence for personal prayer was observed.

REVIEW OF MINUTES Minutes were reviewed and stand as read

INTRODUCTIONS None

READING OF CORRESPONDENCE: Elaine Baker – Letter of resignation from the Cabell/Lincoln Local Governing Board and Joint Governing Board Emily K. Shreve – Letter of thank you for enabling her college education through the HSTA Waiver

Announcements 2015 Joint Governing Board Chair/Vice-Chair Elections – Change October 19th JGB meeting to a “Face to Face” meeting for vote

1 JGB Minutes August 24th, 2015 2015 SI – Fun With Science, Forensics, Biomed and Senior Week All were well attended and successful - FWS - Over 100 students attended Students left camp with project ideas for Science Symposium Biomed – 120 students attended Economics course was introduced Students worked on prevention ideas for the local level Winner – Best project - Boone County – have drop boxes in drugstores or physician offices for unused prescriptions Kanawha County - project on smokeless tobacco Preston County – Dieting and Exercise Program project Each of these 3 projects received money for implementation in these regions CHAMPS was also introduced Community projects went home with students Seniors – College 101 Community preparedness Projects 30% done when they left camp Kas Kasten - students liked information given on Financial Aid A lot of interest was shown in the HCOP program

HSTA Tuition Waiver Information – Kas Kasten State funding for all WV colleges and universities has decreased Many changes have been made Choice of major makes a difference Direct all questions from teachers or students to Kas Kasten Changes vary from institution to institution Changes are being made daily Kas will meet with any club in person or via “Go to Meeting” Best opportunities –WVU and Marshall Universities Smaller schools are struggling Individual schools control the amount allowed Suggestions – showing schools the amount HSTA students bring to campuses for school books, room/board, etc. might make a difference Quantify amount of money going to schools for HSTA Summer Programs Work on getting HSTA schools cut less for giving waivers

Proxy Reminder – 2015/2016 written proxies need to be signed off on by LGB Chairs Remit to Nelda Watson

OLD BUSINESS APLU Conference – Science Math Teachers Nationwide – Focus on STEM Cathy Morton and Merge McMillion did fabulous presentation Received a standing ovation for pre-college program/college retention Cathy - HSTA community by-in was surprising to them

2 JGB Minutes August 24th, 2015 Merge – Software grant person liked the program – Cathy and Merge also went to his presentation Concept of Community Research Associates (CRAs) and peer mentoring is a hot topic

Fall Professional Development Session (PDS) Morgantown session well attended Teachers receptive and positive New computers were handed out to teachers New teacher report well received New FSC report well received Charleston PDS to be held Saturday HSTA Policy and Procedures Manual Current draft handed out to all present Committee suggestions were used, changes made 3.5.4 – Letters of Exception 6.5.2 – Letters of Exception 5.1.1 – Clarification – crossing county lines not allowed 2.2.2 – LGB voting members for JGB Org chart removed/replaced with definitions Kay Carpenter made a motion to approve the Policy and Procedures Manual with revisions Mike Mann 2nd Motion carried

NEW BUSINESS Vote – 2016 JGB Meeting Dates and Fact to face vs Conferencing Yvonne Harris made a motion to change February 15 meeting to conference meeting and do Face to Face March 21 David Shanton 2nd Motion Carried Each region needs to be represented by 3 people either in person or via Go to Meeting

JGB Meeting Locations – Prefer Summersville if available

REPORTS

Field Site Meeting – Kelli Templeton FSC discussed their new nametags Discussed Professional Development Session FSC calendar is out to everyone Dates for Symposia are not out yet Probably take place the last week of April and first week of May

End Field Site Report

3 JGB Minutes August 24th, 2015 FINANCE and PERSONNEL– Russ Manns Finance June minutes were accepted Jill to report on 2014/2015 year budget next month Voted to send out Summer Program Request for Proposals Eastern Panhandle funding request Budget cut $13,000 Finance Committee agreed to cover costs till the Eastern Panhandle region gets funded locally Ann E. Casey Grant – Letter of request to submit proposal was sent

Personnel Budget Assistant Katherine Dye left for another position at WVU Linda Bise is covering the work Position has been posted Will wait to hire if Linda works out 360 Job Reviews Addition to current Performance Reviews Costly in man hours to implement Committee decided not to implement Votes EP Funding – One Fiscal Year Kay Carpenter made a motion to accept HSTA funding of the EP region for one fiscal year Yvonne Harris 2nd Motion carried 2016 Summer Program Request for Proposals (RFPs) Motion from Finance Committee to send RFPs Darlene Stradwick 2nd Motion carried IPADS - To be given out next Month Every person who receives one is to pledge 70% JGB meeting attendance and request committee appointment Must attend 6 meetings IPADS should be given to each region’s two voting members IPADS must be given to members who can attend

End Personnel Report

RECRUITMENT AND RETENTION – Kay Carpenter Committee voted on student application Changes include: Leave school year open Criteria – first generation add neither parent nor guardian Low income proof should be updated each year Changed “describe a difficult situation” to “why do you want to be in HSTA”?

4 JGB Minutes August 24th, 2015 Add – Incomplete applications will not be considered Question #2 – Health Care field changed to “what career” Household size added to income request Came from committee as motion to approve changes No 2nd needed Motion carried Mary Cottrell will post new student application on HSTA Web Site

Kelli Templeton is to look at recruitment poster Will make improvements Will check on cost for printing Ideas were given on where to look for printing costs and availability Committee asks that HSTA Central funds pay for costs Will find out how many need printed at next FSC meeting Next Meeting – Focus on goals for the year

End R & R Report

CURRICULUM – New Chair- Mike Mann Discussed grants – one grant submission not funding Discussed FSC Reports Focused on how curriculum is being rolled out in clubs Discussed Research Rubric Revisions – Scoring was changed Well thought through If a student doesn’t pass the first time – a second chance is given Doc I submission date is January 15th If students fail, they can resubmit one time within 10 days If they don’t pass after 2 attempts, they are done Presentations will be done the same way as well as submit for vote If students fail, they can represent If they don’t pass after 2 attempts, they are done CRAs vote and score Doc I This score follows project to Symposia Must have 22 of 27 points within 10 days of January 15th – 81% of the score CRAs also judge 2nd attempt Students are held accountable with support for success Subjectivity of 27% of points – follows the Rubric Appeal Process is still in place If a student fails – student must appeal to the Local Governing Board If a 2nd failure takes place – student must appeal to the Joint Governing Board Students have 4 chances to pass Process should eliminate students waiting till last minute to complete Students will learn to meet deadlines Appeal Process is in place to help students Final decision rests with the Joint Governing Board

5 JGB Minutes August 24th, 2015 Call to vote Motion to approve new Rubric coming from Curriculum Committee does not need a 2nd Motion carried

End Curriculum Report

LEGISLATIVE UPDATE – Cathy Morton-McSwain Cathy Morton urged everyone present to keep in touch with legislators Send emails and thank you note/letters Invite to all local HSTA events

End Report

ITEMS FROM THE FLOOR Dr. Ann Chester - HCOP Five HSTA students took place in the program this summer Took 2 classes over 3 weeks FSC were urged to get interested students into next year’s program

Date and Place of next JGB Meeting-

MONDAY, October 19 2015- Phone Conference

Adjournment Chairman Jones adjourned the meeting at 2:40pm

Minutes taken and transcribed by: Nelda Watson

6 JGB Minutes August 24th, 2015