DRAFT MINUTES CLEAR BOARD OF DIRECTORS Hyatt Regency Savannah Savannah, Georgia Saturday January 12, 2013

Transcription

1 DRAFT MINUTES CLEAR BOARD OF DIRECTORS Hyatt Regency Savannah Savannah, Georgia Saturday January 12, 2013 President: Members: Staff: Visitors: Michelle Pedersen, Deputy Executive Director, Colorado Department of Regulatory Agencies Ernie Atkins, Investigator, Virginia Department of Professional and Occupational Regulation, Compliance and Investigations Division Darrel Crimmins, Deputy Director, Bureau of Enforcement and Investigation, Pennsylvania Department of State Steve Hart, Inspections and Investigations Coordinator, Kentucky Board of Pharmacy Robin Jenkins, Director, D.C. Education Licensure Commission, Office of the State Superintendent of Education Lori Long, Manager, Inquiries, Complaints, Reports and Hearings, Royal College of Dental Surgeons of Ontario Leanne Matthes, Policy Consultant, College of Registered Nurses of Manitoba Bruce Matthews, Deputy Registrar, Regulatory Compliance, Real Estate Council of Ontario Richard Morales, Director, Pinnacle Resources LLC Jon Pellett, Attorney, Barr, Murman and Tonelli Marc Seale, Chief Executive and Registrar, United Kingdom Health and Care Professions Council Jodie Butler Markey, Program Coordinator Molly Marsh, Training Coordinator Adam Parfitt, Executive Director Stephanie Thompson, Senior Program Coordinator Jim Dunsdon, Principal, Dundee Consulting Group, Ltd. Cory Everett-Lozano, Continuing Competency and Outreach Manager, Colorado Division of Professions and Occupations André Gariépy, Commissioner for Complaints Concerning the Recognition of Professional Competence, Office of the Professions of Quebec Nancy Godby, Executive Director, West Virginia Medical Imaging and Radiation Therapy Technology Board of Examiners Brian Pritchard, Section Director, Colorado Division of Professions and Occupations Deanna Williams, President and Principle Partner, Dundee Consulting Group, Ltd. Call to Order CLEAR President Michelle Pedersen called the meeting to order at 9:03 a.m. EDT and welcomed those in attendance.

2 Approval of Minutes Darrel Crimmins moved that the draft minutes of December 11, 2012 should be approved as presented, with a second from Bruce Matthews. The motion was approved. Committee Reports Board Member Training Committee Bruce Matthews reported that the committee received details of further updates and revisions to the Online Board Member Training Program, and on plans for the delivery of the program via webinar in He also noted that the committee is recommending the offering of a second-tier/ Advanced Board Member Training Program, over the course of two days, in conjunction with CLEAR s 2013 Educational Conference in St. Louis. In the discussion that followed regarding this proposal, it was agreed that CLEAR staff will collect data from regulatory board administrators about the viability of a two-day offering. In the meantime, there was consensus that a pilot offering should be delivered in St. Louis. Ernie Atkins moved that a pilot offering of an Advanced Board Member Training Program should be offered in conjunction with CLEAR s 2013 Educational Conference in St. Louis, with a second from Richard Morales. The motion was approved. National Certified Investigator/Inspector Training (NCIT) Committee Ernie Atkins reported that the committee had discussed the positive reception of the revised Basic curriculum, and had agreed that a full review should occur in October It had further agreed that a review of the Specialized curriculum should take place, and assigned a working group to oversee this task. New audiovisual content has been identified and further steps to increase the interactive content of the Specialized offering will be considered as part of the aforementioned review. Finally, a Canadian committee member agreed to review the instructor and attendee materials to ensure the content was appropriate for Canadian attendees. Executive Leadership for Regulators Committee Richard Morales reported that the committee agreed upon six additional topics for inclusion in the existing program, in addition to beginning work on an advanced module related to team building and human resources. The committee discussed plans to offer the training at the Colorado Department of Regulatory Agencies in Spring 2013, and identified other organizations that might be interested in programs. Responding to a question about the inclusion of a statement of direction related to marketing, at a time when the organization s larger marketing plan is being produced, it was agreed that marketing remains an appropriate area of activity for the committee. Board Members also agreed it was important for the committee to continue to increase the number of available faculty, in order that CLEAR s ability to deliver programs is not hampered. International Relations Committee André Gariépy reported that committee members have agreed to expand the profile of CLEAR s Third International Congress within their own networks, and to provide contact information for others that might be interested, to allow follow-up by CLEAR staff. He informed the Board that the committee has formed a working group to explore the redevelopment of existing resources developed by the committee, to include the CLEAR Glossary and the description of domestic and international regulatory models. He concluded by outlining the five hot issues identified by the

3 committee, which prompted a question about negative registries, to which Marc Seale responded. Regulatory Agency Administration Committee Brian Pritchard reported that the committee had agreed upon several hot issues, many of which focus on cost-saving strategies. In addition, the committee agreed upon information-sharing webinar topics, and strategies to identify gaps in CLEAR s Toolkit for Regulators. The committee also held a joint meeting with members of the Examination Resources and Advisory Committee (ERAC) to discuss areas of potential interest and collaboration. As a result, a small working group was formed to continue this work in the months ahead. Examination Resources and Advisory Committee Jodie Markey reported that the committee had appointed two representatives to a working group which, with representatives of the Regulatory Agency Administration Committee, will consider four topics for potential collaboration between the two committees. The committee is also preparing to review the Testing Glossary and has appointed a working group to undertake this task. The committee further identified a series of presentations or resources that will be produced around the following topics: use of innovative assessment formats; testing issues in cross jurisdictional mobility; and continuing competence assessment. The committee also approved a motion for the Board s consideration: that the Board adopt a new structure for committee leadership, suggesting that a vice chair be appointed for two years, who will then step into the role of chair for two years, requiring a four year total commitment. Alternatively, the vice chair appointment could be for one year, with a subsequent two year term as chair followed by one year as past chair. Board Members discussed this recommendation and agreed that a formal restructuring of CLEAR s committee governance was not warranted at this time. However, it was agreed that this recommendation would be provided to the Transition and Succession Planning Working Group as it considers its recommendations around this, and related, topics. Annual Conference Program Committee Ernie Atkins reported that the committee has attempted to incorporate at least one session dealing with research into each track of the conference program, and that these sessions will be noted/highlighted in attendee materials. The committee recommends the continuation of the mobile guide for conference attendees and use of the i>clicker audience response technology, and made suggestions for an outreach strategy for central agency administrators. Auditor s Report: Fiscal Year At 10:24 a.m. EST, the Board of Directors entered Executive Session in order to hear a report from CLEAR s auditors on the report. The Board exited Executive Session at 11:02 a.m. and proceeded to hear a report on membership. Membership Adam Parfitt provided Board Members with an overview of membership activities within the organization, noting that while membership in most categories continues to grow, there are ongoing challenges where central agencies are concerned. He reviewed initiatives that have been, and will be, taken in this regard, but noted that in the feedback CLEAR gathers when members elect not to renew, or are unable to do so, that it is budgetary pressures, or policies that temporarily prevent membership in associations, that are frequently cited.

4 Financial Report Parfitt provided Board Members with an overview of the November 2012 financial report, noting CLEAR s ongoing positive financial performance, with overall revenue close to $75,000 ahead of budget. He also outlined upcoming programs and noted additional revenue that CLEAR will receive from the assumption of temporary Executive Director services for the National Association for Regulatory Administration (NARA) and a new management services contract with the National Association of State Administrators and Supervisors of Private Schools (NASASPS). Parfitt then moved to a report he had prepared regarding CLEAR s conference registration fee, which highlighted increasing expenses associated with the delivery of the conference, and provided a comparison with registration fees charged by other organizations in the sector. At the conclusion of the report, Ernie Atkins moved that the registration fees for the 2013 conference should be increased to $450 for members and $565 for others, with a second from Bruce Matthews. Over the dissenting vote of Jon Pellett the motion was approved. During the comments made following the approval of the motion, it was agreed that the registration fee should be reviewed again in three years time. The Board next considered a report on the registration fees for CLEAR s NCIT Programs, which were last revised one year ago with the introduction of a 20 per cent discount for CLEAR Members. Adam Parfitt reported that a larger-thananticipated number of members had attended the program in 2012, leading to overall revenue being lower than would otherwise have been the case. Parfitt presented a proposed revised registration fee schedule which, presuming the same proportion of members and non-members register for the course in future, would be revenue neutral. Following discussion, Bruce Matthews moved that the recommendations contained in the 2012 NCIT Revenue: membership discount effect report should be approved, with a second from Richard Morales. Over the dissenting vote of Jon Pellett, the motion was approved. Board Members then considered a report on suggested pricing for the Online Board Member Training Program. Following questions about the proposals, Jon Pellett moved that the report s recommendations should be accepted, with a second from Darrel Crimmins. The motion was approved. On-Boarding and Orientation Working Group Cory Everett-Lozano provided an overview of the work that has been undertaken by the working group and detailed the anticipated outcomes that will result. She noted that there will be different time frames for completion for the different projects, which will include a section on CLEAR s website for new members, a hardcopy orientation package, upgraded opportunities for member engagement, and clearer signposting of opportunities for involvement within the organization. Transition and Succession Planning Working Group Darrel Crimmins then reported on the work undertaken by the Transition and Succession Planning Working Group. He noted that the group will be providing a report shortly, which will contain a series of ideas and recommendations rather than new products. He concluded by remarking that much progress has been made in this area and that there are a series of modest revisions that could be made to further improve the existing process.

5 CLEAR Learning Concept Adam Parfitt provided Board Members with details of proposed branding for CLEAR s educational offerings, noting that NCIT attendees in particular are frequently unaware of the broader role and offerings provided by the organization. In order to improve clarity, and provide a common marketing platform for the organization s professional development offerings, he asked for feedback on the proposed CLEAR Learning concept, which would see educational offerings marketed under a common banner. Board Members agreed this is an appropriate step to take and expressed an interest in seeing the CLEAR Learning branding rolled out as soon as possible Strategic Plan Measures Board Members turned to the draft Strategic Plan Measures and discussed whether these are intended to be a specific roadmap or a series of aspirational goals. Board Members confirmed that the measures should be considered a flexible and aspirational set of goals, noting that the Board should consider the appropriateness of each on an annual basis (timed to coincide with the development of the Statements of Direction), and adjust the measures accordingly. In further discussion, it was agreed that the second measure related to Outcome Two would be revised to clarify that levels refers to tiers of training modules. Bruce Matthews then moved that the Strategic Plan Measures should be approved as amended, with a second from Richard Morales. The motion was approved. Review of CLEAR Educational Offerings Darrel Crimmins provided Board Members with an overview of a memo he had written, in which he had suggested that CLEAR needs to ensure that its training programs are consistent with the latest thinking related to the development and delivery of adult educational programming. Given the central role of CLEAR s training programs in meeting the organization s mission, he suggested that better methods for learning now exist and that it is important to incorporate them into future offerings. With regards to an anticipated outcome, he asked for approval of the concept of a formal review of the programs, which would be followed by CLEAR staff getting proposals from individuals and organizations that specialize in the review and development of curricula, delivery of programs and train the trainer modules. Board Members expressed support for the proposal, following which Richard Morales moved that CLEAR explore conducting a formal review of its training programs, with staff to develop and distribute a Request for Proposals, working in collaboration with Mr. Crimmins, with a second from Bruce Matthews. The motion was approved. Online Voting: CLEAR Elections Adam Parfitt reviewed a briefing paper he had prepared about whether CLEAR should move to a system of online voting for its elections. He noted that CLEAR s membership structure means different member categories receive varying numbers of ballots, and that any move to an online voting system would result in a single ballot being weighted for each member, rather than members receiving multiple paper ballots. Several Board Members felt it was important to retain the flexibility inherent in the current system, which allows members to distribute ballots to several colleagues in their offices. Given that the technology will not permit this currently, it was agreed that the existing system will be retained, with a view to making a change when technology permits, or should CLEAR s membership structure be modified. Other Business

6 President Pedersen noted that CLEAR Association Management Services (CAMS) has been awarded a new contract with the National Association of State Administrators and Supervisors of Private Schools (NASASPS). She thanked Robin Jenkins for her assistance in securing the contract. There being no further business, the meeting was adjourned at 12:04 p.m. EST. Respectfully submitted, Adam Parfitt

7 Actions of the CLEAR Board of Directors Taken During its January 12, 2013 Meeting 1. Approved draft minutes from the December 11, 2012 Board meeting as presented 2. Approved the offering of a pilot Advanced Board Member Training Program in conjunction with CLEAR s 2013 conference in St. Louis 3. Approved a registration fee of $450 for members and $565 for others for CLEAR s 2013 conference in St. Louis 4. Approved the recommendations contained in the 2012 NCIT Revenue: membership discount effect report 5. Approved revised pricing for the Online Board Member Training Program 6. Approved the branding of CLEAR s educational offerings under the CLEAR Learning umbrella 7. Approved the revised Strategic Plan Measures 8. Approved exploring a formal review of CLEAR s training programs. Task list resulting from the January 12, 2013 meeting of the CLEAR Board of Directors 1. Support the development and offering of a pilot Advanced Board Member Training Program in St. Louis. Survey Board administrators regarding the feasibility of a two-day program 2. Support the review of the NCIT Specialized curriculum 3. Share the recommendations from the Examination Resources and Advisory Committee (ERAC) regarding CLEAR s committee governance with the Transition and Succession Planning working group 4. Advertise registration fees for the 2013 annual conference in St. Louis 5. Advertise the revised NCIT registration fee schedule for fiscal year Advertise and implement revised pricing for CLEAR s Online Board Member Training Program

8 7. Implement the CLEAR Learning concept 8. Implement the Strategic Plan Measures. Support their review when the Statements of Direction are developed, and then annually thereafter 9. Support the development and distribution of a Request for Proposals (RFP) related to a formal review of CLEAR s educational offerings.