OSRT Board Meeting Minutes 

2009 Pre AM Annual Meeting Post AM
2009 Summer

Call to Order:

The Pre-Annual Meeting Board Meeting was called to order at 2:30 p.m. by Susan Castanette

Present:

Barb Smith, Lee Ann Reed, Bart Pierce, Jeanne Olmstead, Randy Harp, Thomas King, Anne Warden, Susan Putnam, Cheryl Rue, Susan Castanette, Virginia Vanderford, Clara Dublin

Approval of Minutes:

The minutes of  January 24, 2009 were approved as written.

President’s Report: 

• Susan Castanette discussed changes to OSRT’s student scholarship award.  Each school that accepts the $500 scholarship must also agree to select a student representative that will attend a minimum of two OSRT board meetings, submit a written report for each meeting, and be a liaison between the Society and the educational institution.  Bobbi Guzman from Linn Benton College has already received their scholarship award and a photograph was received by Robby Scriven, Board Chair.  PCC will be informed soon of their scholarship recipient and will also provide the Board with a photograph.  Selection of the PCC student representatives will be done during the next few weeks. 
• OIT has not responded to OSRT’s letter concerning the scholarship.  Robbyn Scriven will send a reminder.
• It was suggested that letters announcing the scholarships be sent to the three Oregon programs in February of the year that monies are available in order to meet application deadlines for scholarships.
• The ASRT Affiliate compliance forms were given to delegates who will be attending the  ASRT Meeting.
• Announced-  Barb Smith elected at the QM delegate for 2010-2011.
• Announced –  New Mexico is first state to pass licensure for Sonography and MRI

Executive Administrator’s Report:  Lee Ann Reed

• 10 new OSRT members with meeting registrations
• Balance sheet indicated a slight increase in funds following previous market decline
• Membership dues down from projection, but other budget categories are reflecting proposed amounts
• The proposed 2009-2010 budget was presented, discussed and will be available to members at the meeting.
• On the new budget list, Interest Income was left blank due to current recession
• Committee expenses were decreased as past amounts were too large
• New- a Publications category in the amount of $350 for the Skiagram each year
• A motion to accept proposed budget was made by Robby Scriven and a 2^nd from Cheryl Rue.   The Board voted unanimously to accept the proposed 2009-2010 budget.

Board Chair Report: Robbyn Scriven

• A reminder letter will be sent to OIT concerning OSRT scholarship
• Robbyn asked if the $500 for an OIT student be split between the other two schools if they fail to respond to the offer.  Discussion resulted in an agreement that the money remain in the OSRT account for the next time scholarships can be offered.

OBRT Report:  Carrie Whitlock and Linda Russell

• The history of various legislations was briefly discussed as well as the name change for OBRT.  It will now be the Oregon Board of Medical Imaging (OBMI).
• If HB2245, which passed in the House, is passed by the Ways and Means and the Senate, the governor will sign and licensure will be require for NM, US and MR in Oregon
• The report included the number of investigations by the board from July, 2007 to February, 2009.
• During the past 12 months, 293 continuing education hours were approved by OBRT.
• Inspections are being done at all Limited Permit programs in the state.
• In the future, OBMI will have the ability to do fingerprint checks on all new applicants.
• There may a change in the Board makeup next year, adding another public member, more modalities and only one radiologist.

Radiation Therapy Report: Tami Fuller

• A financial report was provided to members
• The Chapter is open to any suggestions to help them with increasing meeting attendance
• Their mailing list will be expanded to include up to the Seattle area
• They no longer use vendors for their meetings and are looking for 5 speakers for the 2009 meeting and also new venues to reduce expenses
• Linda Russell stated that OBMI could post their information on their web site

Mammography Chapter Report:  Cheryl Rue and Jeanne Olmstead

• 2009 meeting will be held May 16 at the Portland Airport Holiday Inn
• All speakers for the meeting have been approved
• MXR is a sponsor for the meeting

Committee Reports:

Annual Meeting:  Barb Smith, Robbyn Scriven, Randy Harp, Jeanne Olmstead

• Food expenses for this meeting must meet or exceed $7,000 or OSRT will pay the difference.  Therefore, food was also ordered for the Thursday night dinner and Sunday post-meeting board meeting.
• Everything ready for meeting.  Mike Saker and Susan Putnam agreed to be Sergeants at Arms.   Susan Putnam will also do the installation of officers during Saturday’s business meeting.
• Garden tours are available if there are attendees interested.
• The ASRT was very prompt this year in returning approvals of speakers
• Randy Harp requested that an inventory be completed on all OSRT educational properties as some things appear to be missing.
• As of  4-16-09, 106 people were registered for the meeting.  This included 31 students
• Only 3 people responded to the request for nominations/offers to run for office, all negative.  Julia Harshberger was unable to attend this meeting but has offered to run for the office of Secretary.   At today’s meeting, Mike Saker agreed to run for Vice President and Jan Collins agreed to run for President-Elect.

Legislation:  Randy Harp

• RT in DC is being held April 19-21 and Randy is leaving on Sunday to attend.
• Eugene is establishing a City Chapter

Publications:  Lee Ann Reed

• Kathy Heape has offered to assist again with the Skiagram and will be attending this meeting.  Susan Castanette and Lee Ann will speak with her to confirm this.

Website:  Barb Smith

• The renewal contract is due in July and will be reviewed by the Board.  Send updates to Barb.

Diamond Lake Seminar:  Susan Putnam

• 12 ceus will be available again this year
• Most speakers are arranged.
• Robbyn Scriven will be in charge of meeting registration

Historian:  Randy Harp and Susan Putnam

• Many pictures and historical items have been found in OSRT storage shed and will be organized into albums and binders.  A few albums were brought to display at this meeting.

February Seminar:  Susan Castanette

• Diane Dupree has retired and will no longer be organizing this meeting.  Susan asked that if anyone is interested in being the chairperson to let her know.  Also, Tuality hospital may not be able to offer the educational center at no cost in the future so another site may be necessary.

Old Business:

• District 3 funds will be rolled in to the general fund
• Mammography will closed their account once all credit card expenses are finalized

New Business:

• ASRT election results were discussed
• 2009 Delegate Issues:  Barb Smith asked that all delegates review changes to the bylaws
• Pin Quote:             Anne Warden found pins used at previous ASRT meetings and it was decided that this amount would be enough for this year’s meeting.
• 2011 Meeting location:        Barb Smith created a PowerPoint presentation for attendees to see possible sites.  They will vote on which site they would prefer at this year’s meeting.

The meeting was adjourned at 5:15 p.m. by Susan Castanette

Minutes Submitted by Virginia Vanderford, acting Board Secretary

CALL TO ORDER:

The meeting was called to order at 12:55 p.m. by Susan Castanette, President

The Pledge of Allegiance was lead by student Clara Dublin

Introduction of Head Table

President's Address: Susan Castanette

• Informed attendees of delegate attendance at 2008 ASRT meeting
• Mentioned 12 credit hours for Diamond Lake and 6 for Tuality/February meeting
• Explained revision of OSRT Guidelines at October retreat
• Summarized legislative meetings that concern our profession
• Explained how the OSRT annual dues had not increased for many years and the Board was proposing an increase from $40 to $45.00
• Reminded attendees that the 2010 OSRT meeting will be at the Hallmark in Newport
• Presented a challenge to members: "What does the OSRT mean to you?"
• Susan thanked everyone for attending the meeting and expressed her gratitude to the Board for their assistance during the year.
• Introduced Susan Putnam and Mike Saker as Sergeant of Arms and Teller for the meeting.
• Asked if there was a quorum of voting members at business meeting. Out of the 90 attendees, 44 voting members were present, making it a quorum.
• Recognition was given to past presidents, life members and student attendees.
• Explained that geographic regions have been eliminated and that modality chapters have been formed, aligning OSRT with ASRT requirements.
• Announced May 19 Mammography meeting
• Reminded attendees to refer to OSRT website for information about meetings, etc.

Legislative Report: Randy Harp

• Discussed RT in DC and asked members to speak to him about any concerns they might have so he could bring those forward to the Oregon senators and representatives
• Briefly discussed HB2243 and new licensing requirements if passed
• Commended OBRT for their work on our behalf

Student Scholarships: Robbyn Scriven

• Discussed the new requirements for accepting the scholarships and how OSRT gains the monies for distribution

Nominations: Jeanne Olmstead

• Jeanne announced that those who agreed to run for office were Jan Collins for President-elect, Mike Saker for Vice President and Julia Harshberger for Secretary.
• There were no other nominations or offers to run by members in attendance
• Nominations were officially closed

Voting for Dues Increase:

• Barb Smith made a motion that the annual dues for OSRT membership be increased from $40.00 to $45.00.
• Bart Pierce second the motion
• Voting members of the OSRT unanimously passed the motion.

OBRT Update: Thomas King

• Briefly explained pending legislation for licensing modalities and that one fee would cover multiple licenses.
• Announced the name change to Oregon Board of Medical Imaging
• Also mentioned that the Board investigated a number of licensees for failure to list felonies on applications, etc. They reviewed over 4,000 applications last year.

JRCERT: Jay Hicks

• Welcomed all attendees and gave a brief explanation of what the JRCERT does.
• Read Mission Statement and discussed their role in the Profession
• Explained the changes that will occur to their Board membership
• Stated that 721 Educational Programs are accredited by their agency, including those in Puerto Rico.
• Mentioned that there are minimal changes to the Standards but the changes made were necessary to eliminate redundancy.

Northwest Conference: Randy Harp, Anne Warden, Tracy Gorczwski

• The Northwest Conference has been dissolved. A brief explanation of this group was provided to the attendees. The monies that remained in their account has been divided between the few states that remained in the conference. OSRT deposited their share in the student scholarship account per the directions of the Conference.

Election of Officers:

• Voting members elected the following for the 2009-2010 year:
  • Jan Collins - President Elect
  • Mike Saker - Vice President
  • Julia Harshberger - Secretary
• Susan Putnam performed the swearing in of the new officers
• Susan Castanette introduced Cheryl Rue as the 2009-2010 President. Cheryl briefly addressed the members and adjourned the meeting.

Meeting Adjourned at 2:15 pm.

Minutes Submitted by Virginia Vanderford, acting Secretary

CALL TO ORDER:

Called to order at 9:05a.m. by President Cheryl Rue

PRESENT:

Virginia Vanderford, Cheryl Rue, Barb Smith, Robbyn Scriven, Susan Castanette, Lee Ann Reed, Jeanne Olmstead, Mike Saker, Thomas King, Peggy Keith, Susan Putnam, Jan Collin, Linda Russell

Committee Assignments: Cheryl Rue

Cheryl Rue:

• Guideline binders need to be provided to new officers and the list of who has binders should be updated

2011 Conference Site:

• Members voted for which site they would prefer - Hood River received most votes. Barb Smith and Cheryl Rue with begin negotiations with this site. The 2011 meeting dates will be April 7-9.

2009 Conference Report:

• 115 registrants for continuing education
• 25 approximately for each breakout section
• $15,530 collected from registration, etc
• $700 still owed between Bracco and one registrant
• Some complaints about room temperatures but not in all rooms
• Some speakers did not have water at the podium. Board will double check on this at future meetings
• $7,283 spent on food - with gratuity it was $8,729.60
• A final financial report will be available at Sound Off, May 30, 2009

2009-2010 Board Meeting Dates:

Chapter Charters: Susan Castanette

• Susan will develop the guidelines according to the ASRT model and will bring to Sound Off

Meeting Adjourned at 10:30 a.m.

Minutes Submitted by Virginia Vanderford, acting Secretary

CALL TO ORDER:

Called to order at 9:08 by President Cheryl Rue

PRESENT:

Barb Smith, Jan Collins, Thomas King, Susan Castanette, Cheryl Rue, Susan Putnam, Lee Ann Reed, Robbyn Scriven, Jeanne Olmstead, Anne Warden, Julia Harshberger

MINUTES:

Robbyn noted she wasn't listed on the Pre-Annual Meeting minutes as present. The change was made. Robbyn made a motion to approve the amended April 17, 2009 meeting minutes. Jan seconded the motion. A unanimous vote approved the minutes.

REPORTS:

Annual Meeting Chair Report - Susan Putnam

• Vendors will set up in the balcony off the salon
• Registration will be at the lobby level
• Discussed the number of people that could be accommodated in the breakout rooms based on seating arrangement (classroom vs. theater-style)
• More will be determined at October board meeting on-site at the Hallmark in Newport

OSRT Board Chair Report - Susan Castanette

• Follow-up letter sent to OIT regarding scholarship offer and requesting a student representative from their program
• OSRT pins purchased from Susan's president's fund have arrived and will be sold for five dollars each at upcoming meetings (Diamond Lake, Feburary seminar, Annual Meeting, etc.).
• Pins will be taken to ASRT June 2010 meeting for House of Delegates pin exchange
• Diamond Lake information has been posted on OSRT website, ASRT calendar of events, and the brochure was mailed. Additionally, Robbyn has already started receiving registrations and Susan P. has already had all talks approved for Category A.
• Susan C. will be mentoring a student Peggy Keith)from Clark College interested in OSRT due to the fact that we are more active than the Washington Society.

Education Committee - submitted byVirginia Vanderford, presented by Barb Smith

• Virginia visited the Hallmark Inn with Susan P. and felt the breakout rooms were sufficient for our needs.
• Currently Virginia has lined up the following speakers:o Barb Smith - 2 hrs of Digital
  o Dr. Siepman - 2 hrs MRI
  o Konica - 1 hr (speaker and topic TBA)
  o Bracco - 1 hr (speaker and topic TBA)
  o Bart - topic TBA
  o 2 Corvallis speakers - topics TBA
  o Dawn - 1 hr Advances in Cancer Treatment
  o Fuge - 3 topics, likely: Obesity and Imaging, MRI Fetal Imaging, and Alzheimer Disease and Imaging
  o Suzanne Merritt - 1 hr Sectional Anatomy
• Currently working on Mammo speakers

Annual Meeting Financials - Cheryl Rue

• Presented spreadsheet with historical data from 2005-2009 regarding money spent vs. income generated
• Discussed spending for upcoming Annual Meeting so we stay in budget

ASRT Annual Meeting 2009 Affiliate Delegate Report -submitted by Bart Pierce

• Bart submitted a thorough report detailing the various meetings he attended, as required by ASRT.
• Bart's report also contained his voting record and the House of Delegates voting record on numerous motions.

ASRT 2009 House of Delegates Report - Susan Castanette

• Susan C. also submitted a thorough report detailing the various activities she attended. Susan provided a narrative of each day's events and concluded with election results and an overview of the installment ceremony.

Diamond Lake - Susan Putnam

• A list of interesting lecture descriptions was presented.
• Susan also discussed creating a contract with the operators of Diamond Lake for future conferences to ensure consistent pricing for cabins, etc. This will be discussed at a later date.
• Additionally, a change will be made to registration to accommodate students who wish to attend. The student fee will be $50 - to cover the cost of food for two days.

OLD BUSINESS:

2011 Annual Meeting

• Will be held in Hood River

2012 Annual Meeting - Need to determine a location

• This meeting should be somewhere along the I-5 Corridor south of Portland.
• Locations being pursued include: Corvallis, Salem, and Eugene

Publications

• Skiagrams will be going out at the beginning of the year.
• Information needs to be given to Kathy Heape by October 31, 2009 to be included in the Skiagram and on our website.

Historian

• Photo albums are being put together documenting the history of OSRT

Recovery of Secretary/Treasurer Books

• A registered letter was sent to Amy Fields stating OSRT would like to recover all board information immediately.
• The letter was signed for, however, to date we have not received any documents

OBRT Changes

• Tom King stated that as of July 1, 2010 the OBRT will be known as the OBMI - Oregon Board of Medical Imaging.
• OBRT is currently looking for people interested in working on OAR committee.

Financials

• Lee Ann presented the 2008/2009 budget, showing we had a net profit over $8000 for the year.
• Additionally, she provided a synopsis of our assets, liabilities and equity on a balance sheet.

NEW BUSINESS:

Motions:

• Susan P. paid out-of-pocket for an overnight scouting of the Hallmark Inn for our 2010 Annual Meeting. Susan C. made a motion to reimburse Susan P. $75.00 for her cost. Robbyn seconded the motion. A unanimous yes vote approved the motion.
• Lee Ann discussed the board's contract with NELA, which needs to be renewed at a slight increase in cost. Julia made a motion to approve the new increased contract. Susan C. seconded the motion. Motion was approved with a unanimous yes vote.

Chapter Agreements

• New OSRT chapter agreements will be distributed to mamms chapters, various modalities, etc., which will provide transparency within the chapters as well as alignment with the mission and purpose of the OSRT.

Winter Meeting

• Julia is researching Providence St. Vincent as a site for the winter meeting.
• Upon acceptance of a formal application for use of the facility, the plan is to host a 6 hr CE meeting similar to what Diane Dupree held at Tuality for a number of years.
• More information will be forthcoming at the October meeting.

Adjourned by President Cheryl Rue at 12:45 p.m.

Minutes respectfully written and submitted by Secretary Julia Harshberger

Minutes amended on October 17th, 2009

Minutes unanimously approved on October 17th, 2009