Chapter Development Report, November 2018

by: Candia Andersons & Colleen Landers
 
A. Teleconference meetings held by each chapter executive in September with the Directors of Chapter Development, and the MDRAO President. We reviewed the memo sent from Tammy Bennardo, President of MDRAO, to all chapter executives. MDRAO. The following was reviewed:

1) Meetings:

• Four chapter meetings per year suggested keeping your chapter members informed and providing the members four hours of education. Recommended that they be in each quarter: Sept/Oct, Nov/Dec, Jan/Feb, and March/April. A minimum of two chapter meetings are required to meet your chapter requirements for this year.

• Chapter annual meeting held prior to April 30th. 

• Agendas sent to the MDRAO Chapter Development Directors and the office one month prior to the meeting. This sent 10 days prior to the meeting.

• Minutes of the meeting sent to the office and the Directors of Chapter development within 7 days of the meeting date so that again posted on the chapter website. These minutes contain names of those who attended, the President Report, Treasurer's report, Education report and Chapter representative report.

• Each meeting must provide a minimum of 1-hour of education and MDRAO certificates of education given to those who attend with a 1-hour credit of education. Education provided must not be contrary to the CSA standards or the MDRAO 2018 textbook and received with the agenda posted on the website.  

2) Finance:  

• Any expenditure of chapter funds must be motioned, seconded and passed by the members at the chapter meetings.
• The Chapter Bank account and cheques must be in the Chapter’s name and not an individual. It requires two signatures for the account and cheques; the President and Treasurer.  
• Bank statements must be scanned and emailed to the office and the two Directors of Chapter Development quarterly: September statement, November statement, February statement and April’s statement each year.
• A complete financial report completed on the MDRAO Chapter Financial form submitted to the office and the Directors of Chapter Development by May 1st each year. It must list each transaction individually for both expenses and revenue and each cheque listed separately.
• No Chapter funds spent on non-members: If having refreshments or meals provided at meeting then non-member must pay the cost. If having an education day non-member must pay, a fee to attend that covers costs. No non-members can be sent to the MDRO conference with your chapter members’ money.
• No MDRAO chapter funds can pay chapter members to attend any conference or event other then the MDRAO biannual conference and your chapter education day held opposite years of the MDRAO conference.
• Budget chapter funds to ensure you can send your chapter members to the MDRAO biannual September conference each odd year.  
• If any executive members pays for a chapter expense with their own credit card, an itemized original full receipt is required, not just the credit card receipt and an expense form completed before they are reimbursed by chapter cheque.  

3) Education:

• At each of the chapter meetings, a minimum of 1 hour of education provided and MDRAO education hour certificates provided so total year 4 hours of education provided at meetings.  
• Each chapter hold an education day opposite calendar years of the MDRAO conference so chapter education days in even years. The date and agenda of the Education day sent to the office and the Directors of Chapter Development at least 4 months prior to the event so placed on the website and members are aware early so they can plan to attend. Non-member cannot attend free as they must pay to cover their cost.

4) Chapter Executive Contacts:

• It is required that personal emails be provided for all chapter executive members as hospitals emails are blocked and thus contact cannot be maintained and the chapter members you represent cannot contact you.

5) Communication:

• Meeting agendas, minutes, Title and speaker for the education session, education day title and speaker sent 10 days prior to the office and Chapter Development Directors with this information posted on the website by the office.   
• Written chapter reports received four times a year and then an Annual financial and Chapter report by May1st. These written by the President and Chapter Provincial Representative.  
• If for any reason, anyone resigns or contact changes the office notified immediately along with the Directors of Chapter Development.  
• Chapter education day dates and agendas 4 months prior to the date.

6) Membership:

• Each chapter is required to promote MDRAO membership, and the more members you have the better. We should have every member in our facilities belong to our chapter.
• You need to strive to have at least one representative from every facility in your chapter that reprocesses medical devices. Reach out to dental offices, clinics and endoscopy suites to join MDRAO.
• Use them to promote the staff in their facilities to join. You can go to the OHA website for facilities in your chapter. Check this list every September to ensure that they are still reprocessing and it is accurate.
• There are benefits to being a member on the website so use that text on your emails.
• Offer chapter benefits to members who attend meetings and education days by having them qualify for entry into draws for a free conference registration.

B. The following is a summary of the meetings held with chapter executives:

Lambda Chapter

September 27, 2018 6-710 pm Teleconference Lambda executive.

• We discussed the 4-meetings and dates and times discussed, booking date and times that executive can attend and have first meeting in Oct at 4 pm. Need one in late November, early February and mid April to meet requirement. They will use OTN with call in number.
• Forms for minutes, attendance, evaluation with suggested topics, financial form to complete expense form for each cheque written.
• Discussed any expenditure requires motion at meeting. We discussed bank account in chapter name with MDRAO after Lambda Chapter MDRAO with two signing the President and Treasurer and that bank statement (Sept/Nov/February/April scanned and sent to the office first week of next month).
• All minutes sent to office after meeting, agenda, and education power point at least 7 days before meeting. Any meetings dates times locations and education dates sent to the office as soon as booked so posted on your website page.
• Education planned 6 months in advance and dates for meetings planned for the year so people can book and plan. 

Sigma Chapter

• Oct 1 5-6 pm Colleen Landers and Candia Andersons with Executive Sigma Cancelled and move to 7:30 p.m. to 8:30 p.m.
• Attending President:  Sara Roberts, Vice President:  Jodie O’Phee, Secretary/Treasurer Corey Edwards, Education: Stacey Marshall, Past President: Dianne King, Colleen Landers MDRAO Chapter Development Directors. Candia could not attend with change of time.
• Introductions made and the memo from Tammy Bennardo reviewed under the headings: Meetings. Finance, Education, Chapter Contacts, Communication and Membership.
• The President’s memo reviewed.
• Great meeting and lots questions. They are well on their way.

Gamma Chapter

• Oct 4th 5-5:45 p.m. Colleen Landers with Executive Gamma
• Attending: Beth Fraser, Carole Lavallee, Natalie Legault, Colleen Landers, David Bobier, Tammy Bennardo
• We went through the Memo topics of Meetings, Finance, Education, Chapter Executive Contacts, Memberships and communication.
• The dates for Gamma are set by OTN and call in for the last Wednesday of the month Oct 31st Topics CSA Z314-18 Colleen Landers, Nov 28th Dec 27th , April 24th, all at 3:30 pm. Beth will send the event # and call in numbers for each meeting to the office with the agenda and education next week. 
• Questions asked and answered and they will hold an executive meeting to set Education day for 2020 and plan the meeting agendas.

THETA Chapter

• Oct 5th 1200-1233 Theta meeting
• Attending Colleen Landers, Karen Mergaert, Ryan Crozier, Tammy Bennardo
• We went through the Memo topics of Meetings, Finance, Education, Chapter Executive Contacts,
• Memberships and communication.
• Questions asked about the new executive position roles and were answered.

ETA

• Oct 15th 1-2 p.m.: Attending: Colleen Landers, Candia Anderson, Tammy Bennardo, Gary Bassi, Pablo Ramiro, Louis Konstant, Rohan Jagasar
• We reviewed the Memo of Sept from Tammy Bennardo regarding Chapter Development.
• Questions asked and answered:
  • Financial Reporting form and was sent to the treasurer.
  • Finance reviewed and questions researched with answers emailed to President.
  • Executive members can pay for chapter expenses with their credit card but must submit a detailed receipt not just credit card receipt and an expense form.
  • Companies will take chapter cheques if payment received 10 days prior to the event.
  • Education tour counting for education and it was states that as long as the chapter educator person assesses an hour of education content then it would count for one education hour.
  • Paying for non-members. Clarified that members money was not to be spent on non-members as members feel that why join MDRAO if everyone gets the same thing.   
  • E-mails: Asked if an MDRAO email assigned to members if they wish. This was researched and cost prohibitive, liability issues and also the workload issues as once membership not paid they would need to be removed. Not feasible. Free g-mail and other accounts can be set up by each member.  
• Rebate: It was stated that each chapter will get $5,000.00 each year and in conference year the chapter executive registration would be waived but a form had to be completed.
• Discussion occurred re non-members attending meetings. It was noted they could not make motions or suggest topics as a non-member but could just listen. If using a meeting for a recruitment, then when attending a second meeting the person needs to join or pay a fee so that they are not getting membership benefits without paying as not fair to your members. Associate and honourary members also cannot make motions or vote.
• The ETA executive were thanked by Tammy and Colleen for making themselves available ad meeting ended at 1:45 pm.

Delta Chapter

• October 16th 4 p.m. to 4:52 p.m. Delta meeting
• Attending: Colleen Landers, Tamiza Samji, Deo Macadangdang, Donna Lawrence, Tony Leite, Octavio Carvalho and Tammy Bennardo Absent: Candia Anderson as sick
• The memo sent from the board from Tammy Bennardo President reviewed.
• Questions:
  • If a person performing reprocessing but not certified can join and answer yes as along as working in reprocessing they can be a voting member and if not can be ab associate member.  
  • Financial aspects of what they would receive. Told a cheque for $5,000.00 mailed to the treasurer and another $5,000.00 next year if chapters meet requirements. Registration for the executive members will be free so that money not going back and forth so just send in forms for your executive with no funds. This means in 2 years you receive $10,000.00 and registration fee waived for the executive members of Delta.  
  • Value for their membership. Tammy told them of the gifts being sent with membership package along with education at the chapter level, reduced conference fees, eligibility for draws, 4- newsletters and a magazine every second year. This is more then a $30.00 or $40.00 fee. Also access to members only site and education and articles. Also discussed that chapters can go on website and purchase items to give away.
  • Emails: the secretary asked about bounce backs and some have no telephone to call so she will send those names so we can facilitate to see if we have more information to assist her.  Office does not have any more information if phone number not provided maybe phone the facility suggested.

C. Conference: At the November MDRAO executive meeting, it was decided that each chapter along with their executive free registration fees that each chapter will receive additional free registrations of 5% of their voting members (Technicians and Mangers) as of March 1st 2018. Special forms for executive and these free registrations will be circulated so money exchanged. They need to be set t the office by May 1st 2018. Criteria for these draws will be decided by the chapters. Chapter initiated draws for members to attend with their operating funds received are initiated by the chapters With the same form completed and a chapter cheque for the entire amount received before May 1st 2018. Chapters are responsible for all other expenses for executive, booking rooms, and paying the delegates according to their chapter motioned criteria and decision of what they pay.

D. Membership Statistics:

Candia Anderson candialanderson@hotmail.com 807-598-1407       

Colleen Landers clanders@fibreop.ca 705-267-3048

Medical Device Reprocessing Association of Ontario
http://www.csao.net/