PCOGS 2012 Second Board Meeting Minutes 3 of 4`
PACIFIC COAST OBSTETRCAL AND GYNECOLOGICAL SOCIETY
MINUTES
Balboa Bay Club, Newport Beach, California
SECOND MEETING OF THE BOARD OF DIRECTORS
SATURDAY, OCTOBER 6, 2012
Pacific Coast Obstetrical and Gynecological Society
PCOGS 2012 Second Board Meeting Minutes 3 of 4`
Attendance
Board of Directors
Donald Barford, President-Elect
Aaron Caughey, Member at Large
John A. Enbom, Past-President
Martha Goetsch, Historian
David Lagrew, Assistant Secretary
Fung Lam, Secretary Treasurer
Marilyn Laughead, President
Lorna Marshall, Seattle Caucus Chair
Preston Nelson, San Francisco Caucus Chair
Melanie Plaut, Incoming Portland Caucus Chair
Sarah Snell, San Diego/Arizona Caucus Chair
Society Administrator
Linda Hinrichsen
Invited Guests
Glenn Huerta-Enochian, Audit Committee & Nominating Committee
John Lenihan, Arrangements Chair 2013
Michael Nageotte, Program Chair, 2012
Tom Powers, A-V Manager (sub. for Los Angeles Caucus Chair)
Arthur Segal, Arrangements Chair 2012
Steve Woods, Program Chair, 2012
Unable to Attend
Linda Eckert, Editor of Scientific Proceedings
Thomas Gaylord, CME Committee
Roger Schlesinger, Audit Committee
Cinna Wohlmuth, Los Angeles Caucus Chair
Robert Israel, Industry Liaison Chair
Pacific Coast Obstetrical and Gynecological Society
PCOGS 2012 Second Board Meeting Minutes 3 of 4`
Pacific Coast Obstetrical and Gynecological Society
PCOGS 2012 Second Board Meeting Minutes 3 of 4`
TOPIC / DISCUSSION/ CONCLUSION/ RECOMMENDATIONS / ACTION PLAN/ PERSON RESPONSIBLE / STATUS /I. Call to Order/
II. Approval of minutes
III. Budget
IV. Website
V. Editor of Scientific Proceedings
VI. Review of Candidates
VII. Unfinished Business
VIII. New Business / The 2012 PCOGS Second Meeting of the Board of Directors was called to order by President Marilyn Laughead at 1:30 pm. Procedural policies were reviewed.
Secretary- Treasurer Lam indicated that minutes of the First and Second Business Meetings were recorded and will be transcribed and posted for review.
The Board voted unanimously to maintain the annual dues at $350 for Fellows, $175 for Semi-Retired Fellows and $25 for Retired Fellows. Preliminary review of the 2012 Newport Beach budget indicates that it was a financially successful meeting with 139 attendees.
The Board further discussed the use of the website in the preparation and review of manuscripts. For security, article passwords and user passwords are required. Transmission of manuscripts and review documents can be facilitated by the use of “drop-box” applications or “Google Documents”. This will be expanded to include the resident presentations. The “Historian’s Corner” will be expanded.
Linda Eckert, Editor of the Scientific Proceedings was unable to attend. The 2011 manuscript publication results were presented at The First Business Meeting by Phillip Patton.
President Laughead opened the discussion of candidates for Fellowship. The following Candidates have fulfilled the requirements and were approved by the Board of Directors to be placed on the ballot for Society membership.
Jeffrey Broberg San Francisco Caucus
Kathy Deasy San Diego/AZ Caucus
J. Scott Deasy San Diego/AZ Caucus
Tania F. Esakoff Los Angeles Caucus
Jennifer Israel Los Angeles Caucus
Sarah Prager Seattle Caucus
Caryl Reinsch Los Angeles Caucus
Kathy Nguyen Walker Los Angeles Caucus
William E. Winter Portland Caucus
Heidi Wittenberg San Francisco Caucus
Thomas Zheng San Diego/AZ Caucus
Juan Felix Honorary Fellow - Gyn Pathologist
It was noted that ballots were still sent individually by U.S. mail and tallied manually. Use of online polling resources (e.g. Survey Monkey) will be explored and presented at the IBM.
The Board re-iterated its stance supporting the ACCME requirements that Society functions (aside from the Wednesday Welcome Reception) should not be influenced by commercial support to avoid conflicts of interest. A Society Policy Statement will be developed. Caucus chairs will emphasize this to their members.
John Lenihan, Arrangements Chair 2013 presented the preliminary plans for the 2013 Meeting at Walla Walla, Washington (October 2-6, 2013). Seattle Caucus Host.
Walla Walla Washington is in the southeastern region of Washington (approximately five hours by car from Seattle and four hours from Portland. It is served locally by Alaska Airlines and by Alaska Airlines and Southwest Airlines at the Tri-Cities (Pasco) Airport (45minutes by car). Walla Walla is home to a burgeoning wine industry, with over 170 wineries located in its verdant valleys. “It is like the Napa of the ‘60s”. In addition, there are abundant amenities such as golf, biking, birding and fishing. Activities might include winery tours and visits to the Bronze Foundry and Pendleton Woolen mills.
The meeting will be held at the Marcus Whitman Hotel and Conference Center which was recently renovated. This 3.5 star facility has an understated elegance and its 127 rooms will provide an intimate and comfortable setting for our members and guests. There is free parking and Wi-Fi. Caucus dinners can be arranged at nearby wineries. The city also has exceptional restaurants such as the “Whitehorse Crawford” which can seat up to 200 people.
A site visit is planned to include M. Laughead, F. Lam and J. Lenihan.
Planning for the Annual Society Meeting has become a major undertaking for the Host Caucus and the Arrangements Chair. Art and Angela Segal were commended for the tremendous amount of time and effort needed to put on the successful meeting at Newport Beach-2012.
J. Enbom suggested forming a subcommittee of the previous and future Arrangements Chairs to provide continuity to the planning process and avoid “re-inventing the wheel”. A proposed change in the bylaws will be needed to establish this committee. Also, it was noted that more Society members are women…the role of their spouses in the planning and meeting operation process is uncertain.
A motion, “That 10 minutes be spent from the general program for presentation for the future meeting.” Was passed unanimously.
J. Lenihan proposed a professional meeting planning consultant to help the Society organize the meeting planning process, develop templates and assist the arrangements committee in all aspects of planning.
The Board unanimously approved $3,000 (plus travel expenses) from the General Funds to recruit a meeting planner to help with the 2013 meeting. F. Lam to finalize agreement.
The Board recommended that Online Meeting Registration should be encouraged. This web-based function should be expanded to include information such as activity participation, RSVPs for meal events and meal preferences. As A. Segal noted, accurate head counts for events and meals are critical for event budget planning. Critical to this function is the need for accurate e-mail addresses. Society members will be polled to select an e-mail address for direct contact (there are too many academic, business and personal e-mail addresses already listed) This will be further discussed at the Interim Board Meeting in March.
Audio-Visual- There was a continued discussion as to the merits of MAC vs. PC. The majority of the presentations will continue to be PC-based. MAC users will be integrated on a case by case basis. This will be further discussed at the Interim Business Meeting. / -All
David Lagrew
Lagrew, Lam
Hinrichsen
Laughead,
Enbom, Lam
Caucus chairs
Laughead, Lam,
Lenihan
Laughead, Enbom, Lam
Lam
D. Lagrew, Lenihan
Hinrichsen
T. Powers / Completed
Pending
Pending
Pending
Jan, 2013
Pending
Dec, 2012
Pending
Pending
IX. Adjournment / The meeting was adjourned at 4:15 pm by President Marilyn Laughead.
The 2013 Interim Board of Directors Meeting will be on Saturday, March 2, 2013, from 10am -4pm at the The Westin San Francisco Airport Hotel.
2013 Meeting- Marcus Whitman Hotel, Walla Walla, Washington October 2-6, 2013
2014 Meeting - Ritz Carlton-Dove Mountain, Marana, Arizona October 21-26, 2014
Respectfully submitted,
Fung Lam, M.D. Recorded 10/6/12 Revised 2/9/13
______
Fung Lam, M.D. Date
Secretary-Treasurer
Pacific Coast Obstetrical and Gynecological Society