Time/Date: 9-10 a.m., Thursday, July 17, 2008

Location: Conference Call

Present: Ken Joslyn, M.D. (Medica), Brian Rank, M.D. (HealthPartners) Lisa Stephens (National Cancer Institute’s Cancer Information Service), Elizabeth Moe (Minnesota Department of Health), Anna Ourada (American Cancer Society), Patti Swanson, Warren Larson (MeritCare Bemidji), Nicole Bennett Engler (Mayo Clinic).

1)       2009 Slate Discussion

12 Steering Committee members’ terms are expiring; almost all will likely reapply for additional 3 year term, leaving us 0 openings for new members.

A solution is to develop a fair and objective reapplication process while inviting current members to reapply but also seeking individuals who fit criteria agreed upon by the Steering Committee. This can be accomplished by developing a more in-depth Steering Committee application, in addition to having Steering Committee members brainstorm during the upcoming meeting on what additional representation they’d like to see on the committee. Drafts of Steering Committee criteria, job description, and application will be discussed and voted upon during the July 30 Steering Committee meeting.
Subsequently, the Membership Committee will help actively recruit new Steering Committee members to apply based upon this discussion.

Discussion: 

Patti: the most important thing is that we have the right people around the table. Maybe we should consider amending the bylaws to potentially up the maximum seats to be able to up the numbers if we feel we should recruit new talent and all existing members want to remain on the committee.

Lisa: We should consider weighing the application questions in order to help score applications. Members agreed that the application questions should be assigned numeric values.

Liz: all members whose terms are expiring should be required to fill out the application to be able to provide a level playing field. 

Patti: this application process is in line with other board recruitment processes.  

Brian: the criteria document looks good but we should include a statement indicating that we are looking for individuals who are truly dedicated to action that will help further the Minnesota Cancer Alliance. The individual and slate criteria are highly desirable; however, we realize that not all members will possess all criteria. 

Anna: do we necessarily want to ask all members to reapply?

Action Item:
Liz and Warren volunteered to call current Steering Committee whose term is expiring to ask whether they are interested in reapplying. Calls will be made after July 30 Steering Committee meeting.

2)   2009 Steering Committee Slate Timeline

July 30 (Steering Committee meeting) – Steering Committee member criteria discussion and approval of criteria, job description and SC member application documents

Early August – invite all existing members to reapply for membership (members will be informed at Steering Committee meeting; Liz or Nicole will follow-up with e-mail invitation)

Late August – invite all interested individuals to apply for membership (e-mail invitation will be sent by Nicole or Liz)

Late September – applications due to Liz. Liz to share all applications with Selection Committee. The Membership Committee will propose to the Steering Committee that the Selection Committee will be composed of current Membership Committee members, minus individuals who are reapplying and program staff. This group equals Ken (who will likely recommend a Medica colleague to apply), Warren, and Marie). Based upon the number of applications we receive, we may need to discuss expanding this committee.

Early October - Selection Committee to review applications to finalize a slate to recommend to Steering Committee.  

October 30 (Steering Committee meeting) – vote on Steering Committee slate

Action Item: Ken to lead upcoming Steering Committee 2009 Slate Discussion at July 30 Steering Committee. Nicole and Liz to support timeline process. Nicole to send Meeting Wizard invitation for Membership Committee meeting the week of Sept. 8, and a Selection Committee meeting in early October.  

Next Meeting: TBD