Oral Health Coalition Retreat- Steering Committee

Steering Committee Strategic Planning Session- Day 2

December 8, 2006

Dover Downs Conference Center- Ball Room A

8:30 am-3:30 pm

Meeting Minutes

Steering Committee Members Present: Robert Arm, Aquida Atkinson, Nancy Brohawn, Jon Buzby, Edwin Granite, Katie Hamilton, Kimberly Hickman-Bowen, Pamela Maier, Patricia Maichle, Debbie MacGregor, Sara McCloskey, Ray Rafetto, Karen Rose, Debra Singletary, Elizabeth Thomas, and Stephanie Ulbrich.

Subject Matter Experts Present: Division of Public Health: Helen Arthur, Judy Chaconas, Norma Everett, Greg McClure, Dennis Rubino; Division of Medicaid and Medical Assistance: Dave Michalik, Annette Langand Alice Ramey; Division of Developmental Disabilities Services: Alisha Raiford-Hall; Department of Education: Betty Richardson, Linda Wolfe; and Gina Perez, Advances in Management, Inc., facilitator contracted by the Division of Public Health.

Call to Order

The meeting was called to order by Greg McClure at 9:05 a.m.

Welcome, Overview of the First Meeting and Introductions

Dr. Greg McClure welcomed the Steering Committee members to the second strategic planning session and provided a recap of the work completed at the November 17 session as follows:

  • Heard a Call to Action from Participants
  • Established a Vision Statement
  • Identified Elements of a Mission Statement
  • Developed a Preliminary Framework for Coalition Development

- Leadership- Committees

- Membership- Sustainability

  • Refined Goals, Objectives and Strategies
  • Established Preliminary Priorities

Dr. McClure presented an overview of the agenda for the meeting, which was to:

  • Finalize Mission Statement
  • Finalize Coalition Development Framework
  • Identify Top Priorities for Coalition Action
  • Develop an Action Plan and Measures of Success
  • Nominate Coalition Board Members
  • Set a Path Forward

Gina Perez, meeting facilitator, asked participants to break into small groups to introduce themselves to one another and to discuss assigned topics amongst themselves and then to report to the entire Committee while introducing everyone in their group.

Topics for discussion were based upon the issues and concerns raised in the introduction session at the November strategic planning meeting and were as follows:

Topic: Ensuring positive relationships between the dentist and the public.

Recommendation: Access to dental careneeds to be increased for under insured and uninsured Delawareans.

Topic: Make sure the difficult issues are addressed- not just the “feel good stuff”.

Recommendation: Start with the difficult stuff and to stay on target with the strategies and the goals.

Topic: Not another report that sits on the shelf. Not five years for progress, action now.

Recommendation: Ensure accountability and make sure the goals are clear and action steps are being completed. A suggestion was to have an outside group that is objective to monitor progress.

Topic: Make sure the planning process does not end here, keep stakeholders interested and involved.

Recommendation:By keeping things focused and stakeholders involved the planning process will continue.

Topic: Make sure that duplicate work is not done.

Recommendation: Communication, sharing information and interacting with one another will help to ensure collaboration rather than duplication.

Mission, Vision and Coalition Name

Based on the key words and phrases defined at the November strategic planning session, a draft mission statement was presented to the group.The Committeediscussed the mission and amended the statement as follows:

The mission of the Delaware Oral Health Coalition is to provide leadership and advocacy so that the people of Delaware can access affordable, quality oral health care with emphasis on early prevention and maintenance contributing to total health and well being. The mission will be achieved through:

  • A committed group of individuals and organizations seeking to improve the oral health of Delaware;
  • Innovative action and results that can be operationally and financially sustained;
  • Partnership which influence and legislate change; and
  • Collaborative opportunities for service delivery, health promotion, and research.

The committee voted on the name:Delaware Oral Health Coalition (DOHC), to become the official name of the Coalition.

The Steering Committee confirmed that the vision statement for the Coalition will be:

“Delaware, the FirstState to ensure optimal oral health for everyone!”

Coalition Development

The Committee separated into two groups to discuss the Coalition’s leadership and committee composition and roles, and membership roles and sustainability.

Leadership and Committees: Group one,facilitated by Dave Michalik, discussed leadership and committee roles. They addressed the following questions as detailed below:

Should there be an even number of Board members?

  • Odd number of Board members (17 members)
  • President can vote
  • Add Christiana Care to Board/other Education Programs
  • Add DDC Representative
  • Dentist representation from each county
  • State Dental Director or designee (non voting)
  • Add additional Hygienist-Sussex
  • 2 State legislators (one House and one Senate)
  • Add FQHCs

How will a motion carry (e.g., what percentage of majority vote?)

  • By a simple majority vote

How will the initial BOD terms be staggered?

  • Defer to group writing the charter

What will be the role of each of the officers?

  • Generic roles- defer to group writing the charter

What should be the meeting forum (teleconference, video-conference and/or in-person) for the Board and Committees?

  • Flexible attendance-prefer in person

Can Board members vote by proxy?

  • Proxy with Call-In options

Will there be rules for meeting attendance, etc…?

  • As defined by charter

How will the committee chairs be chosen from BOD members?

  • Appointed by the Chair or per charter

Will the Committees have a leadership structure? If so, what will it be?

  • Committee leadership should be chaired by board members

How will the Board communicate information to the general membership?

  • Minutes, reports, emails, etc…

When will Board nominations be made? How will they be communicated to the general members? When will the general membership vote on them?

  • Charter/ by laws. Should use other existing charters/bylaws as guideline

How often should the general membership meet?

  • Quarterly Board meetings with annual general membership meetings

What will be the role of the junior board and who should be included?

  • Junior board can be established down the road-must first have committee and board structure

Membership and Sustainability:Group two, facilitated by Helen Arthur, discussed membership and sustainability. This group also addressed as set of issues as follows:

Further define the levels of membership:

  • Membership role is to support the mission
  • The responsibility of members are to advance and represent the objectives of the interest of the group
  • The benefits of being a member are: recognition, public relations, and a possible tax deduction.
  • There should be different levels of membership:
  1. Active members, who vote on the election of board members and discuss, issues, goals, and objectives;
  2. Consultant members who support the mission and provide their expertise; and
  3. Benefactor members, who support the program financially.

Will dues be assessed?

  • There are no dues for members

While a Coalition budget was reviewed, the group did not make recommendations regarding the appropriateness of the budget or the sources of funding which might help support the Coalition’s priorities.

A follow up discussion by the full Committee produced the following criteria for Board member selection and participation. Board members must have:

  1. Interest in Oral Health
  2. Commitment of time
  3. Advocacy experience
  4. Fundraising experience (willingness to work on securing funding for projects)
  5. Knowledge of oral health and the needs of the DOHC constituency

Further discussion included determining an adequate balance of membership. It was noted that no one organization should have more than one member represented and that a balance of providers from all three counties is necessary as they experience different practice challenges and the populations served have differing needs. The Committee identified key stakeholders for which a seat on the Board may be established as follows:

Board Composition

DelawareState Dental Society (1)

Delaware Dental Hygienists’ Association (1)

Del-Tech Dental Hygiene Program (1)

American Academy of Pediatrics-DE (1)

School Nurses Association (1)

Delaware Health Care Association (1)

Head Start Association (1)

DE Nurses Association (1)

Business Community (1)

Private Dentists (2)

Private Hygienist (1)

Residency/Education Program (CCHS) (1)

Developmental Disabilities Council (1)

Delaware Health Care Commission/DIDER (1)

FQHCs (2)

Consumers (2)

Legislators (2)

State Dental Director (ex-offico/non voting)

Voting Members:21

Representatives from each county:

  • Dentists
  • Hygienists= 1 NCC + 1 K/S

While the group agreed that it should strive for this balanced Board composition, it was recognized that in the beginning, these organizations may be invited to the table, but they might not all participate. The Board should be comprised of those individuals and organizations who are willing to be pioneers and are dedicated to the mission. Once the Coalition shows achievement toward its goals and mission, they can be more selective in choosing appropriate Board members.

Workplan Exercise

The Committee broke into three groups, which focused on further developing an action plan for the top activities under each goal as follows:

Goal 1: Mobile Dentistry Program facilitated by Linda Wolfe

Goal 2: Developing oral health curricula in schools and daycares; awareness and education campaign; and oral health care/education for pregnant womenfacilitated by Alisha Raiford-Hall

Goal 3: Developing oral health care in underserved areas; continuing education; and practice opportunities facilitated by Norma Everett

The following is an outline of the discussion for the Goal 1 priority:

Services: Phase in, outreach programs for schools, Head Start, adults (underserved)

Pilot by 2008: CHAP (look alike) for insurance coverage & referral

ScreeningOral Health Care

Parental consent Exam. Radiology

In School & H.S. ProphylaxisRestorative

Fluoride

Comprehensive/ongoing care

Education: Awareness/Education link

Field trips by 2007 (as part of comprehensive plan) Link with higher education, begin discussions in 2008.

Research: Link with higher education, begin discussion by 2008 regarding evaluation method & additional projects.Plus, seek input on evaluation plan in 2007.

Sustainability: Explore co-pays

Funding for full-time school based hygienists

Explore scope of practice for dental hygienists

Develop a budget plan

The following is an outline of the discussion and outcomes for Goal 2 priority activities:

Curricula for children and families

1. Educational campaign for families through agencies, councils, support groups, etc…

2. Age specific standardized curricula. Partner with DOE to choose a curriculum.

3. Fund oral health initiatives through early education/child care centers. AddDDHA tolead organizations. Grants/train providers/licensure requirement on education of oral health.

4. Incorporate mobile van into system.

5. Partner with private health vans to promote oral health and services.

6. Develop State oral health mascot and campaign.

7. Increase staffing of full-time hygienists in DPH clinics and schools.

8. Review data collection onoral health for children. Include daycare/school age/athletes.

Education Campaign

1. Funding: partner with businesses (poultry, dental, drug); Grants; media; sponsors.

2. Personal responsibility: create initiatives

3. Awareness in unflouridated communities: target water report; mobile vans/local events

4. Minority outreach: translate information;partner with medical interpreter and special health providers.

Pregnant Woman and Oral Health

1. Educational opportunities: Medicaid, WIC, Smart Start, target physicians, clinics, pediatric offices, Social Services

3. Research: use schools, hospitals, FQHC’s

4. Business: grocery, WIC offices, milk cartons

The following is an outline of the discussion and outcomes for Goal 3 activities:

Develop oral health care in underserved areas.

1. Establish oral health case management to reduce no shows and increase follow ups.

2. Develop advocacy strategies to include legislation and budget recommendations

3. Advocate for dental hygienists in school districts

Develop oral health curriculum/continuing education

1. Review ADA and other states’ best practices andcurricula

2. High school and ECAPS

3. Develop and implement education programs.

4. Establish a Teach the Teachers and screening for each district.

Create practice opportunities in State

1.Residency program: have residence spend time with dental programs.

2. CE’s programs: create dialogue with residency directors and program coordinators.

3. Look for opportunities to expand recognition in dental field e.g., volunteerism award

4. Monitor long term oral health care compliance (enforceaccreditation).

5. Encourage DuPont Hospital to recruit full-time pediatric dentist.

Approval of November 17, 2006 Meeting Minutes

The Committee reviewed the meeting minutes from the November 17 strategic planning session. A motion for approval of November 17, 2006 minutes was made by Dr. McClure. Motion carried.

Next Meeting

The Delaware Oral Health Coalition meeting will be held at DoverDownsConferenceCenter onFriday, February 23, 2007.

Adjourn

The meeting adjourned at 3:15 pm.