MINUTES - NM Cancer Council, Executive Committee
October 13, 2009, 3:00-4:30pm, NM Cancer Center
EXECUTIVE COMMITTEE MEMBERS: Susan Baum (NM DOH Chronic
Disease Prevention & Control Bureau), Nathan Bush (American Cancer Society
Cancer Action Network), Barbara Damron* (Damron Oncology Consulting),
Eileen Goode (NM Primary Care Association), Blaire Larson (Cancer Services
of NM), Bernadette Lujan* (PLTC), Barbara McAneny (NM Oncology
Hematology Consultants), Beth Pinkerton (NM DOH Comprehensive Cancer
Program), Fran Robinson* (San Juan Regional Cancer Center), Teresa
ATTENDEES
Stewart-Chair (NM Cancer Care Alliance), Michele Suina (UNM HSC Center
for native American Health), Susie Trujillo* (Gila Regional Medical Center),
Tresa VanWinkle* (CAPPED), Robyn Viera (UNM Cancer Center, Cancer
Epidemiology & Prevention), Anne Marie Wallace* (UNM Cancer Center).
OTHER PARTICIPANTS: Christine Brown (NMDOH Comprehensive Cancer
Program), Dorine Conley (NMDOH), Paul Sanchez (NM Oncology Hematology
Consultants). *Participation via conference call.
AGENDA ITEMS
AGENDA ITEM: WELCOME AND INTRODUCTIONS TERESA STEWART
Terri Stewart welcomed everyone and thanked them for attending the meeting.
DISCUSSION
Introductions were made by everyone present.
AGENDA ITEM: APPROVE MEETING MINUTES & REVIEW ACTION ITEMS TERESA STEWART
Terri confirmed that everyone had received and reviewed the minutes from the
DISCUSSION 8/18/2009 meeting. The minutes were approved with no changes. Action items
were reviewed to ensure that all activities are moving forward.
AGENDA ITEM: CONSENT AGENDA TERESA STEWART
A consent agenda was sent out in advance of the meeting in order to facilitate
voting on several items from the August meeting. Voting did not take place in
August due to a lack of a quorum. Terri explained the content and purpose of
the consent agenda and gave members an opportunity to ask any questions
before voting began on the following items:
DISCUSSION ITEM 1 – Workgroup Charters - Approved with no opposition. Charters are now
final for the following workgroups: Albuquerque Cancer Coalition (ACC),
Colorectal Cancer (CRC), Policy & Advocacy, Public Relations and Survivorship.
ITEM 2 – New Member Applications - Members asked for more thorough
discussion of the new member applications and this item was added to the full
EC agenda.
CONCLUSIONS Item 2 was moved to the full agenda for greater discussion.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
See next agenda item – new member applications N/A N/A
AGENDA ITEM: NEW MEMBER APPLICATIONS TERESA STEWART
Committee members reviewed three new member applications submitted by Aim
at Melanoma (out of state), Cancer Institute Foundation and Touch Science
DISCUSSION Education Network (TSEN). A comprehensive discussion ensued with all
aspects of the membership requests being debated by the Committee. Websites
were reviewed, information was shared and all objections were discussed.
Aim at Melanoma was approved. Committee members agreed that the
Cancer Institute Foundation is already a member through the umbrella of
Cancer Institute of New Mexico’s membership in the Council. TSEN’s
application was not approved at this time. A motion was made to contact
TSEN for the following information: What is your intention in seeking Council
membership? Do you consider your services treatment for cancer itself or as
an aid in relieving disease-related side effects to improve quality of life?
CONCLUSIONS
A motion was made directing the PR workgroup to develop criteria for
membership and amend the membership agreement to capture more
information about applicants, specifically, what does the organization do and
what are their intentions in joining the Council. These actions will facilitate
decision-making and voting on applications received in the future.
When inviting individuals and organizations to join the Council, members
should be clear to the prospective applicant that an invitation is not a
guarantee that membership will be approved. Language should be, “come to
our meetings and see what we’re about”.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
Contact TSEN for additional information Terri Stewart 10-30-2009
Send a welcome email, new member packet and cancer
plan to Aim at Melanoma and inform Cancer Institute Dorine Conley 10-23-2009
Foundation of their membership status.
Update the Membership Agreement to include a space
for applicants to describe their intent in seeking Council
membership, a place to describe the services offered by
the organization, update the check boxes to better
PR Workgroup 12-15-2009
represent categories that organizations may fall under
and clarify format for collecting contact information on
new individuals joining the Council as part of an existing
member organization.
NATHAN BUSH,
AGENDA ITEM: PAST BUSINESS DORINE CONLEY,
ROBYN VIERA
1. Nathan Bush brought up the question of designated representatives as it
relates to EC membership. There is currently no system in place for
designating proxies. Two organizations have a designated slot (ACOS and
DOH). Nathan requested allowance of a designated representative for ACS
when Nathan is unable to attend EC meetings and/or a permanent slot be
DISCUSSION designated for ACS as a national partner to the Council.
2. Membership roster disclaimer language is finalized. The language was
recently reviewed by Candice Lichtenfels and finalized by the PR workgroup.
3. Startup of a Rural Workgroup was discussed. Robyn Viera presented the
proposed workgroup charter, summarized her meetings with Mary Ann
Buckley and Hugo Vilchis and requested EC approval of this workgroup.
1. Members moved to allow a proxy for EC members for meeting attendance
with the following limitations: a proxy may not be used more than 3 times a
CONCLUSIONS
year by EC members; the EC member must designate their proxy in advance
of the meeting; chosen proxies do not have to be EC members although they
may be; the choice of a proxy will be at the discretion of the EC member.
2. The NMCC membership roster disclaimer language is final and the new
roster may be distributed to Council members.
3. EC members approved the start-up of a Rural Workgroup with the following
requests: NMPCA will designate an individual to serve on the Rural
Workgroup; the new workgroup will invite members from each of the other
workgroups; the workgroup charter will be revised to include activities
directed at supporting Council priority areas (colorectal and survivorship).
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
1. Amend by-laws to include new rules for EC proxies—
Terri Stewart, Beth
add this item to the agenda for the December EC
Pinkerton and Dorine 12-15-2009
meeting and send draft language to the EC for review in
Conley
advance of the meeting.
2. Distribute Member Roster to all Council Members Dorine Conley 11-18-2009
3. Revise Rural Workgroup Charter and resubmit to EC Robyn Viera 12-15-2009
AGENDA ITEM: ESTABLISH COUNCIL PRIORITIES FOR 2010 TERRI STEWART
Terri asked the Executive Committee for guidance in establishing Council
DISCUSSION
priorities for 2010.
The Committee agreed to continue with the priorities of Colorectal Cancer and
CONCLUSIONS Survivorship for 2010 and to address these priorities at the Annual Retreat in
November.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
Build the 2010 Council priorities into the agenda for the Terri Stewart and Beth
11-18-2009
Annual Retreat in November. Pinkerton
AGENDA ITEM: NOVEMBER RETREAT PLANNING TERRI STEWART
Terri announced that the planning committee for the Annual Retreat is in place
and has already met several times. In preparation for the retreat, a template
DISCUSSION
was sent to all workgroups asking them to prepare a short presentation for the
event in November.
CONCLUSIONS Workgroups will use the template provided to develop powerpoint presentations.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
Workgroups will forward their powerpoint presentations
Workgroup Chairs 11-11-2009
to Dorine Conley at least a week before the retreat.
AGENDA ITEM: CCC WORKSHOP BETH PINKERTON
Beth, Terri and Robyn are attending a CDC conference in Atlanta focusing on
creating resource strategies to support the implementation of state cancer plans.
DISCUSSION The conference is designed to help states develop strategies to fund and
implement their plans. Beth reviewed a list of questions about the Council with
the committee and asked for input to take to Atlanta.
CONCLUSIONS Committee members provided information and answers for CDC questionnaire.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
Information from the EC will be presented at the CDC Beth Pinkerton, Terri
10-20-2009
meeting in Atlanta. Stewart and Robyn Viera
AGENDA ITEM: UPDATE ON 2009 COUNCIL PRIORITIES BETH/ROBYN/FRAN
Evaluation – A draft of the satisfaction survey was emailed to the EC. Beth is
waiting for data to complete the cancer plan evaluation. The report will be
finalized soon.
CRC White Paper – The CRC workgroup had a general meeting on August 25 to
discuss the White Paper. A CRC White Paper planning meeting and retreat is
DISCUSSION
scheduled for Friday, November 6.
Survivor Care Plan – The Survivorship workgroup has decided to promote the
use of ASCO treatment plans to survivors and providers. The Survivorship
workgroup drafted a letter to Electronic Health Record (EHR) vendors and will
submit the letter to the EC for review at the December meeting.
CONCLUSIONS All 2009 Council priorities are moving forward.
ACTION ITEMS PERSON RESPONSIBLE DEADLINE
The satisfaction survey will be put on the agenda for the
Dorine Conley 12-15-2009
December EC meeting
The Cancer Plan Evaluation report will be finalized by
adding BRFSS data and, if possible, will be sent to the
Beth Pinkerton 11-18-2009
EC for feedback so that the report may be distributed at
the November Annual Retreat.
Fran Robinson and the PR
Post the ASCO treatment plans on the Council website. 2-15-2010
workgroup
Send the draft of the Survivorship WG treatment plan
Dorine Conley 12-15-2009
letter to the EC for review at the December meeting.
AGENDA ITEM: OTHER WORKGROUP UPDATES WORKGROUP CHAIRS
ACC Workgroup – no report at this time.
Native American Workgroup – the group has held two meetings and the
next meeting is scheduled for Friday, November 13 at DOH offices.
The workgroup is reviewing the seven tribal cancer plans and is looking
at doing a NM Tribal Cancer Plan.
DISCUSSION Policy & Advocacy Workgroup – The process for Council review and
support of proposed legislation is finalized. Paul Sanchez is working on
distributing the forms to the Council before the next legislative session.
Public Relations Workgroup – has not met recently. At the next
meeting, the workgroup will revise the member application and the Core
Deck of slides for the Council presentation.
AGENDA ITEM: MEMBER ANNOUNCEMENTS AND UPDATES
DISCUSSION Committee members were given an opportunity to share their information.
Agenda item VIII--NMSU Rugby Sponsorship--will be deferred to the December
ADJOURNMENT
Executive Committee Meeting. Terri Stewart adjourned the meeting at 4:50 p.m.