Chapter Leader Call Minutes 1St Quarter

American Association of Neuroscience Nurses June 17, 2014

Chapter Leader Call Minutes – 1st Quarter

10:00 AM PT, 11:00 AM MT, 12:00 PM CT, 1:00 PM ET

1. Call to Order  Meeting called to order at 12:00 pm CT  Roll Call

Volunteer Leaders Staff Elaine Kopp, Chapter Facilitator Patience McCarty, AANN Account Administrator Kim Suda, Chapter Co-Facilitator Melissa Moreda, AANN Board Liaison for Chapters Janice Hinkle, AANN President-Elect

State Chapter Representative(s) AZ Arizona CA Bay Area (San Francisco) CA Greater Sacramento CA Orange County CO Rocky Mountain FL Gold Coast FL Northeast Florida Wayne Hodges & Loretta Schnepel FL Tampa Bay Elaine Morse GA Peachtree GA,SC Georgia-Carolina IA Eastern Iowa Melissa Gross IL Central Illinois IL Northern Illinois Dawn Merman IN Central Indiana Jennifer Cohn IN Northwest Indiana IN, KY Kentuckiana Lindsey Siewert KS Mokan Blues Cathy Cartwright MA Greater Boston Carole Atkinson MD Chesapeake Bay Sue Pugh MI Southeast Michigan MI West Michigan Neuro Nurse MO River City MO Southwest Missouri Ashley Combs MS Greater Mississippi NC Charlotte Julia Retelski, Debbie Lambert NC Triad Holli Takahashi NC Triangle Melissa Moreda NC Western North Carolina NH VT Green & White Mountains NV Northern Nevada NY Greater New York Elaine Kopp NY Greater Rochester NY Upstate New York NY Western New York OH Central Ohio OH Greater Dayton OH Northeast Ohio OH, MI Northwest Ohio Page 2 of 6 2. Reminders  Chapter news in Neuroscience News – Content due each Monday by 10 am CST  Chapters can submit their chapter news to AANN Marketing Manager Allison Begezda ([email protected]), and it will be included in the next issue of Neuroscience News.  Submit content on Monday by 10 am CT in order for it to be included in that week’s issue; otherwise, it will be in the next week’s issue.  AANN Calendar of Events – Free for AANN chapters  Complete an AANN Calendar Posting Order Form, found on the Calendar of Events page of the AANN website (www.aann.org/apps/ws_events/evt_calendar_public.php?event=&date), and submit it to Allison Begezda ([email protected]). Your chapter’s event will be posted free-of-charge, as an AANN chapter benefit

3. Chapter Compliance  Reminder to Submit Outstanding Reporting Documentation  If your chapter has not yet completed its annual chapter compliance report submission for 2013, please do so as soon as possible. Send attachments to Patience McCarty ([email protected]) and Leah Zamora ([email protected]). Let Patience and Leah know if you have any questions.

4. Chapter Records  Recordkeeping Recommendations  Keep all legal documentation, including meeting minutes.  Keep all tax-filing documents and receipts.  Keep all financial documents, including bank statements, for the past 6 years.  Keep clear records of current and past chapter leadership and membership, including contact information for all – these may come in handy when recruiting members and leadership  Examples of chapter newsletters or programming should be kept for historical value  Contact your Secretary of State’s office online and ask about your state’s recordkeeping requirements  Transfer of Records  All legal records and records that protect the rights of members that are required by the state or by the U.S. must be kept. This may include chapter charter records, bylaws, and the chapter’s EIN  It is suggested that chapters hold a Transition of Officers Meeting where all incoming, continuing, and outgoing board members have an opportunity to ask questions and receive answers pertaining to key position responsibilities 5. AANN 2015 Annual Meeting  Dates: March 29-April 1, 2015, Nashville, TN  Chapter Networking Session Brainstorm  Chapter leaders are asked to present ideas for the next Chapter Leader Networking Session  Invite chapter leaders to showcase at least one of their chapter’s activities; display in a binder to offer ideas for other chapters  Reminder to send any further chapter session ideas to the Chapter Leaders Listserv

of 6 6. Chapter Feedback  Sponsorship at Chapter Events  Request for information on how chapters secure sponsors for their events  Ask AANN staff members if you have any questions regarding sponsorship and/or commercial support, particularly in regards to CE programs. Another resource regarding this is the AANN CE application, which includes details regarding commercial support/sponsorship in relation to CE programs. The CE application can be found at http://www.aann.org/ceapproval/content/index.html.  Ask members questions regarding if they would prefer CE or a sponsored meal Action: AANN Chapters are asked to send examples of needs assessment surveys, etc. to the Chapter Leaders listserv, so that they can be compiled into a Chapter Leader resource manual Action: AANN Administrator to investigate if the National Office can provide a Survey Monkey account for AANN chapters, so that they all have access to create larger, improved surveys and to view other chapters’ surveys  Combine efforts with other local AANN chapters in your state or local chapters from other organizations; this should bring in more attendees, which will make vendors more likely to accept an invitation to sponsor or exhibit during the event  A few sponsors are Bard, Besins Critical Care, Neuroptics, and Corazon  Integration Questions  Chapter members can join their chapter through the National Office when they renew their National dues  Some chapters’ membership numbers have not shifted since the integration, and some have grown significantly, which results in increased revenue and possibly increased prospective chapter leaders  Some members have reported issues when signing up on the website; members are automatically signed up for all chapters within their state of residence, and must opt-out from those chapters they do not wish to join  Chapters are encouraged to keep a list of honorary members at the local level, as there is no way for AANN to charge $0 for chapter membership  Dues collected for local chapters will be remitted to those chapters at the end of each quarter. The quarters are January-March, April-June, July-September, and October-December o The chapter membership list each chapter receives at the time their dues are remitted may include some members who have joined the chapter and paid dues, but whose dues have not yet been remitted to the chapter because they were collected in the next quarter  Refunds – Chapters may get requests for refunds from members who accidentally joined the chapter and paid the chapter dues, and whose dues have been remitted to the chapter already. If chapters get such requests, they may contact AANN staff to verify that the member joined their chapter and paid through the National Office, and that the dues for that member were remitted to the chapter already. Action: AANN Account Administrator to investigate if the National Office can contact chapters regarding refunds for dues already remitted, collect the amount being refunded from the chapter, and then refund the dues to the member(s) requesting a refund

of 6  Chapter dues collected for the second quarter of 2014 will be remitted to chapters in early July. An updated membership list, listing members who joined from January 1, 2014 through the date that the lists are sent, will be sent at that time  AANN is a 501(c)6 organization; because chapters are under AANN’s group exemption, chapters are also considered 501(c)(6) organizations  Open Discussion 

7. AANN Updates  The Board will discuss the integration payment details at the July Board Meeting  AANN’s Wildly Important Goal (WIG) for 2014 is to increase AANN membership from 4,800 to 6,000 by the end of 2014  Chapters are encouraged to look at and utilize the AANN membership benefits and membership benefits flyer, which are on the AANN website at http://www.aann.org/member/content/index.html o Hard copies of the membership value proposition and membership benefits flyer may be requested from the National Office, by emailing Allison Begezda at [email protected]  Board members are reaching out to local chapters regarding how AANN can better support its chapters; chapter leaders are encouraged to respond and offer feedback  Chapters are asked to encourage donations to AMWF from sponsors and vendors  Chapters are encouraged to utilized the Advocacy toolkit, which is linked on the main page of AANN website, as well as on the Advocacy page of the website (http://www.aann.org/about/content/advocacy.html)  Thank you to all volunteers that support AANN  The deadline to enter to run for an AANN Board is July 6. Information and criteria are on the AANN website. The open positions are as follows:  President-Elect  Secretary/Treasurer  Director-at-Large (2 open positions)  Nominating Committee Member (1 open position)  Chapters are asked to encourage AANN members to join a chapter, and to encourage members to obtain CNRN and/or SCRN certifications

8. Staff Changes  AANN Account Administrator Patience McCarty is moving on from AANN; her last day will be Friday, June 20, 2014  In the absence of an Administrator, AANN Marketing Manager Allison Begezda ([email protected]) and AANN Operations Manager Leah Zamora ([email protected]) will be the AANN staff support for chapters, until further notice

9. Future Chapter Leader Calls  2Q – Tuesday, September 9, 2014 - 10:00 AM PT, 11:00 AM MT, 12:00 PM CT, 1:00 PM ET  3Q – Tuesday, November 18, 2014 - 10:00 AM PT, 11:00 AM MT, 12:00 PM CT, 1:00 PM ET  4Q – Tuesday, February 17, 2015 - 10:00 AM PT, 11:00 AM MT, 12:00 PM CT, 1:00 PM ET

10. Addition to Agenda: New AANN Chapters Page 5 of 6  Houston-Galveston Chapter (TX)  Bay Area Chapter (San Francisco, CA)

11. Adjournment  Meeting adjourned at 12:54 pm CT