Agenda Item

Discussion and Notes

Action

Follow-Up/Responsible Parties

1. Open Meeting Act, Call to Order and Opening Remarks

Dr. Robert McCaffree announced that the requirements of the Open Meeting Act, including the filing of the meeting and posting of the agenda had been met and called the meeting to order.

2. Approval of the Minutes of the September 5, 2006 Regular Board Meeting

Minutes of the September 5, 2006 regular board meeting were approved as written.

Motion to approve made by Casey Killblane and seconded by Dr. Cooper. Motion passed unanimously. Bill Lissau was not present for the vote.

Dorothy Antwine will make the minutes part of the permanent record.

3a.  Chair’s Report – Resolutions in Recognition of the Tulsa Area Hospital Council and the Greater Oklahoma City Hospital Council for  promoting Tobacco-Free Hospital Campus Policies

Dr. McCaffree presented Mike Reeves, Secretary-Treasurer of the Tulsa Hospital Council and Ken Graves, Vice President of the Greater Oklahoma City Hospital Council with Resolutions in recognition of the Hospitals’ policies for a Tobacco-Free Hospital Campus.

Motion to approve the Resolutions Commending the Hospitals’ Tobacco-Free Hospital Campus Policies made by Dr. Foster and seconded by Susan Bizé. Motion passed unanimously. Bill Lissau was not present for the vote.

3b.  Chair’s Report – Calendar Year 2007 Board Meetings

The board discussed scheduling the following dates for their regular board meetings in 2007:

February 23, 2007

May 18, 2007

September 7, 2007

November 16, 2007

Motion to approve Board Meeting dates for Calendar Year 2007 with a start time of 10:00 a.m. made by Casey Killblane and seconded by Susan Bizé.  Motion passed unanimously.  Bill Lissau was not present for the vote.

Dorothy Antwine will make the approved board meeting dates for calendar year 2007 part of the permanent record and will post on the Secretary of State’s website and the TEST website.

5a.  Director’s Report – FY 2006 Annual Report

Tracey Strader reported that the FY 2006 Annual Report should be ready for distribution by January, 2007

5b.  Director’s Report – Office Space Update

Tracey Strader described the expansion of office space that had been approved by the Department of Central Services to allow for the growth planned in FY 2007.

5c.  Director’s Report – Introduction of New Staff Member

Tracey Strader introduced Sharon Neal to the board. Sharon transferred from the Oklahoma State Bureau of Investigation and is the new Program Officer.

5d.i.  Conference Updates and Upcoming Training Opportunities – Dr. George Foster – Oklahoma Public Fund Trustee Education

Dr. Foster reported on his attendance at the Oklahoma Public Fund Trustee Education event in Stillwater.  He said that the meeting was very informative as it discussed how to get the maximum amount out of investments and set appropriate investment policies.  

5d.ii.  Conference Updates and Upcoming Training Opportunities – Jonás Mata – National Tobacco Control Program and Evaluation Meeting

Jonás Mata said the emphasis of the National Tobacco Control Program and Evaluation meeting was on evaluation. He learned that TSET was on the right track with evaluation efforts as the CDC recommends that states use tobacco control indicators for evaluation, just as it is implemented in Oklahoma.  Mr. Mata reported that CDC representatives were pleased with Oklahoma’s partnerships and how well they were working.

5d.iii.  Conference Updates and Upcoming Training Opportunities – Tracey Strader – Upcoming Training Opportunities

Tracey Strader discussed various training opportunities that were recommended for the board members, including the Society for Research on Nicotine and Tobacco, the Grantmakers in Health Conference, and the National Tobacco Control Program Conference.

6.  Evaluation Committee Report

Dr. Cooper discussed the key findings and conclusions of the Helpline evaluation report, and said the Helpline had been very successful in reaching a variety of populations with an effective intervention.  Doug Matheny commented that total cigarette sales in Oklahoma are down 13% since 2004 and preliminary data indicate that Oklahoma may now have more former smokers than current smokers. State tobacco tax revenue is up 241% since 2004.

7a.i.  Program Committee Report – Specific Population Program Updates

Jonás Mata reported that the site visits made in partnership with the Oklahoma State Department of Health were completed and had gone well.  This is the first grant year for the Specific Populations grantees, and it is a planning year. All four coordinators were hired, oriented and well on their way to implementing their workplans.

7a.ii  Program Committee Report – Discussion and possible approval of an amendment to the Addressing Tobacco in Specific Population RFP #0920000003

Susan Bizé discussed an amendment for the Specific Population RFP that would lift the 35% cap for fringe benefit rate.  Jonás Mata explained that for the past two years many of the grantees had fringe benefits beyond the 35% cap and that those staff members with lower salaries were most negatively affected by the cap.  It was recommended that the cap be lifted with the understanding that grantees would verify their fringe rates through the budgeting process.

Program Committee recommended amending the Specific Populations RFP to lift the 35% cap from the fringe benefit.  Motion passed unanimously.  Bill Lissau was not present for the vote.

7a.iv.  Program Committee Report – Discussion and possible approval of an amendment to the Communities of Excellence RFP #0920000001

Jonás Mata explained that the current Communities of Excellence RFP read that grantees could not exceed the indirect cost rate of 9% of TSET funds, excluding purchased services.  It was recommended that the RFP be amended to bring the CX grantees up to the new board-approved rate of 10% of TSET funds.

Program Committee recommended amending the Communities of Excellence RFP increase the indirect cost rate to 10% of TSET funds. Motion passed unanimously.  Bill Lissau was not present for the vote.

7a.iii.  Program Committee Report – Communities of Excellence Grantees

Jonás Mata reported that the Communities of Excellence Annual Grantee Meeting was very exciting and very well received. Grantees had made great progress in passing the tobacco-free school policies and local ordinances.  They had expanded their coalitions, and promoted the Helpline.  Mr. Mata said that based on his experience and the evaluation reports, grantees felt that they were true partners. He also said he saw more dedication and confidence as the grantees progress. He commended the OSDH for their good work with the grantees.

Ken Rowe suggested scheduling one of the CX grantees, who was making good progress, to speak at one of the future board meetings.

Tracey Strader and Jonás Mata will follow-up on this.

7a.v. Program Committee Report – Discussion and possible approval of additional funding for the Oklahoma Tobacco Helpline for FY 2007

Susan Bizé said the Program Committee was requesting an additional $500,000 funding for the Helpline for FY 2007 to meet the demand generated from the 2-week starter kits of nicotine replacement therapy and the upcoming national 1-800-Quit-Now campaign. Carryover funds were available to cover the expense.

Program Committee recommended increasing the FY 2007 Helpline budget by $500,000.  Motion passed unanimously.  Bill Lissau was not present for the vote.

7b.  Program Committee Report – Discussion and possible approval of a Conflict of Interest Policy

Susan Bizé discussed the draft Conflict of Interest Policy for the board, advisory committee members and review committee members.

Program Committee recommended approving the draft Conflict of Interest Policy for the Board of Directors.  Motion passed unanimously.  Bill Lissau was not present for the vote.

7c.  Program Committee Report – Grantmaking Policy Update

Susan Bizé reported that the Program Committee was working on the Grantmaking policies that would serve as the basis for the agency’s grantmaking rules. They are working on a recommendation that the board establish advisory committees for each major funding area. The committees would be made up of mostly out of state experts. They would make recommendations on interventions, grants, and funding criteria.

Tracey Strader and Jonás Mata will work with the Program Committee to finalize recommendations for the February board meeting.

8a.  Agency Operations Committee – FY 2006, Budget to Actual, Operations and Programs

Casey Killblane reported on the FY 2006 Budget to Actual for both the Operation and Program budgets and the carryover amounts. No significant changes were noted from the last meeting.

Tracey Strader will reflect the additional $500,000 in the Helpline budget to actual reports for the remainder of FY 2007.

8b.  Agency Operations Committee – FY 2007, First Quarter Expenditures, Budget to Actual, Operations and Programs

Casey Killblane reported on the FY 2007 First Quarter Budget to Actual for both the Operation and Program budgets. Expenditures are typically slow to be realized in the early part of the year.

8c.  Agency Operations Committee – Audit Report Update

Tracey Strader said Nate Atchison with Finley & Cook attended the Board of Investors meeting and indicated that they offered an unqualified audit report. He also noted that there were no audit adjustments from the Board of Investors or Board of Directors.

Tracey Strader will invite Nate Atchison to next year’s board meeting to report on the audit findings.

9.  Election of Officers

Dr. McCaffree opened the discussion for election of officers for Chair and Vice-Chair.

Susan Bizé nominated Ken Rowe as Chair, Casey Killblane seconded the nomination. Ken Rowe was elected Chair unanimously.  Dr. Cooper was nominated as Vice-Chair by acclamation and elected Vice-Chair unanimously. Bill Lissau was not present for the votes.

4.  Board of Investors Report

James Wilbanks reported that the Endowment had reached the end of its first five years and that it was time reassess the Investment Policy and Asset Allocation.  Factors to consider are return, risk and current income.  The Board of Investors indicated that the focus shift to changing the asset allocation to generate additional income for the Board of Directors. The goal is to assure that today’s assets would be worth as much in the future as they are now, while still generating increased income. The model used ignores all future settlement receipts. Mr. Wilbanks explained that the board may realize an additional $1 million by next year due to this change and others that the Board of Investors will pursue.   

Tracey Strader will present information on the Board of Directors’ strategic planning process and future program goals at the February meeting of the Board of Investors.

10.  Update on Tobacco Control Legislation and Policy

Wes Glinsmann said the Alliance expects tobacco retailers to bring back the 25 mile provision during the 2007 legislative session, and that the Alliance remains opposed to this provision because it would have the effect of lowering the state tobacco tax rate to six cents. They also anticipate that restaurants with bars may seek additional exemption from the Smoking in Public Places and Workplaces Act. Mr. Glinsmann also intends to meet with Representative Doug Cox from Grove, OK about Rep. Cox’s statement that he would like to raise the legal age to purchase tobacco products to 21. The Alliance’s Annual Meeting recognized Sysco Foods for instituting a tobacco-free campus policy and providing financial incentives to employees who quit smoking. The Alliance will continue to provide technical assistance to communities on voluntary policies and local ordinances.

7. vi.  Program Committee Report – Counter-marketing Updates

The board previewed the ads from the current prevention campaign.  These included “Safe Alternative” and “Tomorrow”

9.a  Election of Officers – Committee Assignments

Ken Rowe discussed committee assignments with the board.

Board members selected the following committees:

• Agency Operations
  Casey Killblane – Chair
  Dr. Robert McCaffree – Member
• Program Committee
  Susan Bizé – Chair
  Dr. George Foster – Member
• Evaluation Committee
  Dr. Donald Cooper – Chair
  Bill Lissau – Member

11.  New Business

Ken Rowe called for new business and there was no new business. 

12.a.  Strategic Planning Session -

Review of Progress and Next Steps from Research Study Group

Frank Merrick and Tracey Strader reviewed some of the important themes from the Research Study Group, referencing the September 5, 2006 board meeting minutes. The board discussed the option of dedicating a portion of the “Research and Other Funding” budget to the Oklahoma Cancer Institute. Such a move would bring more NCI grants to the state and could be accomplished through a multi-year contract because the Cancer Institute is a government entity. The remaining funds could be used to develop a competitive grants program utilizing a panel of experts from the research field. One consideration might be to fund only projects that have been approved but not funded by NIH or other similar entities.

Ken Rowe and Dr. McCaffree participated in the discussion but explained that they would recuse themselves from any vote related to funding of the Oklahoma Cancer Institute.

12.b.  Strategic Planning Session – Discussion of long-term goals and priorities

Tracey Strader recommended that the board adopt a “hedgehog” concept, or a focus that would help to triage potential grant initiatives so that the agency and funds would be able to realize an impact from the grant programs. Based on the State of the State’s Health report, the intent of the Master Settlement Agreement, and the United Health Foundation’s ranking of Oklahoma as 44^th in the nation due primarily to high cardiovascular disease, high smoking prevalence, high rate of uninsured, and low immunization coverage, the board discussed a possible focus on cancer and cardiovascular disease associated with tobacco use.

12.c.  Strategic Planning Session – Next Steps

The board requested that Dr. Mannel from the Oklahoma Cancer Institute come to the next board meeting to discuss the organization’s needs and how any TSET funding might be used. Continued planning will take place at the February 23, 2007 board meeting.

Tracey Strader will invite Dr. Mannel.

13  Public Comment

Ken Rowe called for public comment and there was none.

14.  Adjournment

Motion to adjourn made by Casey Killblane and seconded by Dr. Foster. Motion passed unanimously. Bill Lissau was not present for the vote.