FLORIDA OCCUPATIONAL THERAPY ASSOCIATION

Summer Board MeetingJune 14, 2014

Venue: Sheraton Orlando North, Pegasus RoomVoting Board Members Present: President Elena Vizvary, Vice President Debra Oliviera, Treasurer Debra Murphy-FIscher, Regional Representative Coordinator Cathy Peirce, Conference Convener Debra Reber, Member Concerns Chair Marsha Shuford, Government Affairs Chair Barbara Ingram Rice. Non-Voting Board Members Present: BPPC Coordinator Sherri Mongtgomery.

Topic Assessment/ Discussion Recommendation/Action Responsible party/

Target dateRoll Call Elena Vizvary

(EV)Meeting called to order,Rules of the Day

Motion to approve last meeting minutes. 1. DO, 2. DMF

EV

Appointments and Resignations

Webmaster stepping down effective Dec. 1 (Brent Cheyne)

BPPC Chair Carol Gwin Resigning and to be replaced by Sherri Montgomery

Job Description to be sent to possible volunteer Adrienne Lauer

Sheri Montgomery was introduced and will be taking over for Carol Gwin who is resigned effective November 6, 2014.

EV/MS

Confidentiality agreement

Signature of all present Everyone present signed.All members of leadership committee must sign annually. All chairs are responsible for their committee to sign.Form is available on website in Boardroom

D.M.

• Strategic Plan discussed below• EV followed up with letter 11/26/13.• DM/DMF investigated & reported in Treasurer

Report• Determined by EV and Janine that not needed at

Old business

Reports- President

• Strategic Plan• Response to SCF• Investment in Suze Dudley• FOTA phone line

• New business

• Reports and update on AA

• activity ( monthly teleconferences, quarterly voting Board members’ teleconferences)

• Committee pages and postings

• Volunteers

• Strategic Plan discussed below• EV followed up with letter 11/26/13.• DM/DMF investigated and reported in Treasurer

Report• Determined by Elena and Janine that not needed

at this time as electronic communication and phone follow-up by Janine is working properly. Will advise if needed in the future.

FOTA is now an organizational member of the Florida Council on Aging (FCOA).FOTA will exhibit at their conference August 4&5, 2014. Cathy Peirce and Belkis Landis-Gonzales will represent FOTA. We need to reach out and see if they can support our Conference.

• Submitting reports timely and staying on budget. Making great strides in growing our Social Media as well as upgrading our Focus Newsletter

• Next Leadership Board teleconference meeting will take place September 16 8-9pm

• Committee pages are updated and will be reviewed quarterly for changes

Create list of Volunteer opportunities. Welcome Letter from President to be sent On-boarding document to be created with links to where to find info on the web and a checklist for the volunteer to contact list of FOTA leadership. Should include link to bylaws, org chart

RC

EV

EV/CP

JS to schedule and

send to leadership

JS

MS/Susan Hermes to

assist

• Advertising/Communications

• FOCUS- Students get electronic only

• Thank you to Brent

• Myra McDaniels- awarded this year, more funds needed

• FOTA membership in other professional organizations

• research requests

• EV reading “The Art of Membership” by Sherri Jacobs / hard copy

Need database from each school with contact info and program director/SOTA to send quarterly updates to stay actively involved with each school

Start database of advertisers/vendors as vendor list is old and dated.

Discussed under Treasurer report

Has received an award of appreciation but we need and shall acknowledge all his hard work and dedication at conference

EV has been in touch with AOTF Scholarship Program coordinator and trying to determine if additional funds are needed for annual awards. Once we find out award recipient, need to promote news.

FOTA now an organizational member of: Florida Council On Aging (cost involved), and Safe Mobility for Life (free).

EV has information from AOTA and ASAP members to share at next meeting.

Book has many suggestions about growing membership. Discussion whether we should/could purchase electronically for leadership. EV to check out feasibility and/or share hard copy

JS

JS

DMF

EV

EV

EV

Vice President Conference 2014 Reviewed statsAttendees request a more appealing central location. 1 day Hotel/1 Day School is confusing and time consuming

Deb Oliviera(DO)

Vice President • Conference 2014

• Conference 2015

• Strategic Plan

• Continuing Education

• allow for outside presenters without paying for and attending conference.

• Schedule not ready.• Need to identify good institute speakers in;

Gerontology, Peds, Carfit,• FGCU not as responsive as had hoped. May need

to be more aggressive with requests/approach• Post Cards. Need to send to all licensed OT/OTA.• SIS Roundtable, needs to be submitted and posted

on the Committee page and blast• Eblast to members to include Conference Update

and call for proposals• Local conference committee chair needs to be

identified.• Student Volunteers to be identified• Volunteer leader coordinator to be appointed

as Sara-Jane Crowley will no longer lead.• Three hotels toured this weekend. Need to review

costs and venue options. AV & food biggest issues.

• Ric Carrasco is leading Strategic Plan (SP) committee. Several meetings have occurred using NSU SKYPE.

• FOTA mission and vision discussed. No additional board input.

• Core values developed by SP committee were shared.

• Most current /revised SP will be posted on board pages for input as it was not available for further discussion this meeting.

•Sanctioning committee continues to function although revenue from Sanctioning is down.

Posting additional non-Sanctioned courses could provide revenue stream.

DO/DR

DO/DR

Treasurer • Proposed budget on website• Trends from 2011 present on website• The following motions to be considered

by the Board:• Motion- I move that the Administrative

Assistant develop a small scale market plan of options consistent with our current financial constraints by December 2014.

• Motion- I move that the Executive board approve $1,000 to the Lela Lorens Research Fund in lieu of the 5% profit contribution this year.

• Motion: I move that the Executive Board direct the Treasurer to procure a Money-Market account for $25,000.00 as soon as possible.

• I move that membership dues be increased by 8% effective 7/1/2014. Membership rates will be as follows: OT $90, OTA $60, Students and Retired $30. This would increase next years revenue by $2,000.00

• Electronic only Focus

Reviewed budget

Motion by DMF, Seconded by CP. Motion CarriesJanine will put together a small scale advertising plan to help increase our declining revenue. Janine will target advertising or web, focus and increase vendor participation/sponsorship at conference. If needed, there is 1500.00 available from Suze Dudley fund to use. The next steps are to create a Marketing Plan.

Discussed Red Wolf Communications Inc, and will invite them to participate in an officer call to investigate Marketing strategies and if we need to hire an outside firm.

NOT SURE WHO MADE THIS MOTION

Motion by DMF, Second by DO, motion carries.

Motion by DMF, Second by BIR, Motion Carries.DMF will advise membership with letter in Summer Focus and via blast outlining increase. Increase to be effective July 1, 2014.

Motion made for the FOTA Focus to be an electronic only subscription.Motion by BIR, Second by DMF,Motion carries.Focus will go electronic only by January 1, 2015. This will be announced in Focus and through Monthly eblasts.

Debbie Murphy-

Fischer(DMF)

JS

EV

DMF

DMF

Treasurer Motion made to review all advertising rates and adjust as necessary. Motion by DR and second by CP. Motion carries DMF and JS will review and report finding.

JS/DMF

Secretary Update DM not present. Report reviewed. Debbie Misrahi (DM)

Member Concerns • updated job descriptions• updated nominations process (vote

required)• updated award requirements (vote

required)• Discuss the results of call to former FOTA

members to get feedback.

Job descriptions for Membership Committee was written by Sherri Mongogmery during the meeting.

Motion to approve Membership Committee SOP by BIR, second by MS, Motion carries.

Discussion about recognizing new Members in the Focus and/or Web. JS will review.

Need to look at Features and Benefits of FOTA membership and reword as necessary.

New Member Onboarding (and new volunteer) - Document should be created to help new members navigate web site and to find out what is available for them as a member.

Marsha Shuford (MS)

Sherri Montgomery

(SM)

JS

MS

MS

Awards and Recognition

Updated requirements for nominations and award reception

• Discussed Award procedures offered by Sara-Jane Crowley and reworked to fit SOP format by Carol Gwin.

• Reviewed the Louise Samson award and discussion with group confirmed to make the following changes:1. Line item 1, change from Service to FOTA in

Elected Capacity to Service to FOTA.

2. Stays as is3. change from i non-OT to in the Community.

• Motion brought by to remove the Legislative award as it is repetitive of the warhead award of appreciation.

• Motion by DMF, Second by DR, motion Carries.• Motion to approve/adopt SOP awards with all

changes discussed. Motion by MS, Second by DR, Motion Carries.

Marsha Shuford/Sara Jane Crowley

MS

Nominations Election recap Election held in April. Winners for President Elect is Elena Vizvary, Secretary is Deb Misrahi.

Susan Skees Hermes

Government Affairs • We did not do a "FOTA Day on the Hill”.• Do people want something like this? Now

would be the time to start planning it.• Discuss considering the creation of a "Car

Fit Team”.• FOTA to have a booth at the council on

aging event in Ft Lauderdale area?

It was suggested to organize FOTA participation in a Viral Day at the Hill during the OT Month in April.

Can we do a car fit at Conference or otherwise? It was discussed to work with Dennis McCarthy (Safe Mobility for Life)Discussed advertising existing car fit dates on Social Media/Web/Focus

Barbara Ingram-Rice

(BIR)

BIR

BIR/JS

Practice • SIS Chairs submitting articles in time

• Roundtable proposals to be submitted• Meeting during Conference to be

scheduled

Ric, Janine and Robin discussed offline and came up with solutions of reminders.

Ric Carrasco (RC)

RC

RC

Webmaster • Resignation Dec. 2014

• New forms to be finalized by 6.30.14

We are actively seeking replacements and the job description was sent to Adrienne Lauer a possible volunteer candidate.

Request for input

EV

Voting board members

FOCUS Update Focus is scheduled for July 15. JS is working on advertisers for this issue and have received all SIS Submissions.

Janine Silvaroli (JS)

Administrative Assistant

Social media

Membership Blasts

Vendor Database

Conference

• Janine reviewed impressive stats for Facebook, Twitter accounts and # of views of top posts.

• Requesting help from leadership team to supply her with relevant content for Social Media. Please send emails containing OT info, info on Apps and other OT related items to Janine.

• Social Media contests. Janine is researching ideas and wants to enlist the help of student volunteers. Idea was presented for students to create a FOTA promotional video and provide winner with recognition and volunteer credit. She is also looking for students help with posts.

• She needs help with content. Please send Janine info for membership blasts. Janine will send June e-blast by June 20,

• Current database is out of date and we need qualified potential advertisers. members to email her w OT related schools offering course, OT products, etc. This will begin a new database of potential advertisers for Conference, Web, etc

• We may need to purchase a Vendor database• Janine to meet w/ DO/DR to review outstanding

items• Janine researching promo items besides padfolio

and will report to DO/DR• Graphics created for 2014 Program and template

in place. Awaiting a schedule, vendors, etc.• Vendors: Janine is editing the Vendor docand

changing the Sponsor level to highlight

LL

JS

All

All

JS/DO/DR

JS

DR

JS

Administrative Assistant

Conference • additional benefits. This will be done by June 20.• Social Media at Conference. Janine is planning a

Social Meeting gathering with the students to announce contest and to help promote FOTA during conference with posts. #fota14

• Contact license board to see if we can get list of new licensed OT/OTA to market conference too

• Janine to research Student Graduation dates to ensure coincide with FOTA membership level. (Student member vs professional)

JS

EV

JS

Organizational Advisor (AOTA Rep)

• Updated awards requirements• AOTA updates

Sara Jane Crowley attending online RA meeting. Sara Jane Crowley

By-laws • At a complete standstill in trying to revise the Regional Representatives, Education, and Sanctioning documents.

• Goal is to complete these for the 2014 November Board meeting at which time I am resigning.

• It is my intention to fully orient my successor and provide all of the FOTA documents on a thumb drive to that person.

Sherri Montgomery as new BPPC Chair will assist with transition

Carol Gwin

Regional Representatives

All but Region 2 have representatives.Expect to coordinate teleconferences and face to face meetings with RR group

Cathy requests emails to RR when new member joins to help with on boarding. JS to get that to Reps JS

Meeting adjourned 3:50 pmSubmitted by:Janine SilvaroliFOTA Administrative Assistant on behalf of the Board and Membership