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Oklahoma Tobacco Settlement Endowment Trust
Board of Directors
Minutes
February 24, 2010
Board of Directors’ Members Present: Casey Killblane, Kenneth D. Rowe, Susan Walters Bizé, Don Cooper, M.D., George E. Foster, O.D., John Kennedy, W.R. Lissau
Board of Directors’ Members Absent: None
Staff Present: Tracey Strader, Jonás Mata, Sjonna Paulson, Sharon Neal, Lance Thomas, Dorothy Antwine
Guests Present: Marla Baker, Laura Beebe, Tim Berney, Ingrid Brown, Lisa Craypo, Carolyn Durbin, Greg Elwell, Joseph Ferretti, Jeff Jordan, Paul Kincade, Mariah Lafleur, Vicki Lentz, Robert Mannel, M.D., Doug Matheny, D. Robert McCaffree, M.D., Frank Merrick, Travis Monroe, Greta Puckett, Anne Roberts, Liz Schwarte, Alicia Smith
Agenda Item and Discussion
Action and Follow-up
1. Open Meeting Act Announcement and Call to Order
Casey Killblane 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 Minutes of the November 17-18, 2009 Regular Board Meeting and Retreat
Motion to approve Minutes of the November 17-18, 2009 Regular Board Meeting and Retreat made by Ken Rowe and seconded by Dr. Foster. Motion passed unanimously. John Kennedy was not present for the vote.
Dorothy Antwine will make the minutes part of the permanent record.
3.a. Board of Investors Update – Update from the February 10, 2010 Meeting of the Board of Investors
Travis Monroe reported that the Board of Investors met on February 10, 2010 and after a search for a large cap manager, retained Barrow and Hanley.
3.b. Board of Investors Update – Board of Investors Budget Revision
Mr. Monroe said the board also approved a budget revision to increase travel by $500 as some of the new board members are traveling further than the previous board members traveled.
John Kennedy Arrived
3.c. Board of Investors Update – Estimate of FY 2011 Earnings
Mr. Monroe reported that the fund balance was $488 million. He said the earnings estimate from FY 2010 investments is approximately $19 million, and after paying management expenses, the certified amount is expected to be approximately $17 million.
Agenda Items and Discussions
Action and Follow-up
4.a. Chair’s Report – Review of Board Meeting Dates for 2010 Casey Killblane discussed the options for the next board retreat locations. The board discussed the possibilities of meeting at Lifestyle Centers of America in Davis, Tatanka Ranch in Stroud and Post Oak Lodge in Tulsa.
Dorothy Antwine will research these locations and email the board her findings.
4.b. Chair’s Report – Ethics Commission Reporting Casey Killblane announced the Ethics Commission reports would be due April 30th.
Dorothy Antwine will collect and submit these to the Ethics Commission prior to April 30, 2009.
5.a. Director’s Report – Recent Training Events Tracey Strader discussed recent training events, including the Turning Point and Oklahoma Fit Kids Coalition Conference and the Mental Health and Substance Abuse Conference.
5.b. Director’s Report – Upcoming Training Events Tracey Strader encouraged board members to attend upcoming training events.
5.c. Director’s Report – FY 2010 Conference Sponsorships Update Tracey Strader reported that TSET is a sponsor of the ‘Preparing for the 7th Generation’ Native American conference and the ‘American Public Health Association’ conference.
6.a. Program Development Committee Report – Discussion and Possible Action on Grant Award for the Oklahoma Center for Adult Stem Cell Research Jonás Mata gave a brief overview of the proposal. Mr. Mata said that the Center would be governed by a board consisting of decision-makers from OMRF, OU, and OSU, and guided by a scientific director and steering committee. The start-up period would be approximately four months. During the first year of operation the Center would create a strategic plan and submit it to the TEST board, bring in distinguished speakers, and begin to fund research projects.
Program Development Committee recommendation to approve $5.5 million grant award for the Oklahoma Center for Adult Stem Cell Research from FY 2010 through FY 2015 with the Oklahoma Medical Research Foundation as the fiscal agent. Motion passed unanimously.
6.b. Program Development Committee Report – Presentation – 18-24 Year Old Tobacco Prevention Initiative: Research Findings and Next Steps Jeff Jordan with Rescue Social Change Group (a subcontractor of Visual Image, Inc.) presented on the results of their analysis of tobacco use among 18-24 year old bar and club goers in Oklahoma City and Tulsa. He also provided information about the recommended intervention to counter the Tobacco Industry’s targeting of this population and help change the culture through tobacco free bar and club nights, and accompanying media materials.
Program Development Committee recommendation to move forward with the 18-24 year old tobacco control initiative through Rescue Social Change Group. Motion passed unanimously.
6.c. Program Development Committee Report – Discussion and Possible Action on FY 2010 and FY 2011 Funding for Communications Support for TSET-Funded and Non TSET-Funded Tobacco Control Initiatives Sjonna Paulson, TSET Director of Communications, discussed the need to provide communications support for:
Agenda Items and Discussions
Action and Follow-up
- Promoting the tobacco cessation benefits available to Medicaid population and state employees (OSEEGIB and EBC)
- The Oklahoma State Department of Health’s Head Start Pilot Project and Daycare Center Outreach efforts to promote smokefree homes and cars
- The OSDH-funded Ethnic Tobacco Education Networks
- The Oklahoma Health Care Authority ‘Prenatal Smoking Cessation Initiative’
The Program Development Committee recommended approval. A an affirmative vote on the budget revision later in the meeting would serve as approval of these projects.
6.d. Program Development Committee Report – Discussion of FY 2011 Program Approaches and Funding Allocations Tracey Strader reported that the Oklahoma State Department of Health is prepared to release a Request for Proposals to fund a Tribal Tobacco Control Initiative in the amount of up to $500,000 per year over a five year period. She indicated that the board had expressed a desire to fund tribal initiatives several times over the years, and that one way to accomplish this would be to agree to OSDH’s use of some of the funding which had previously been provided to support the Oklahoma Tobacco Helpline, and maintain Helpline service levels by increasing TSET’s support of the Helpline by the amount of the Tribal Tobacco Control Initiative. Ms. Strader also discussed the need to explore funding of a systems-change program to address tobacco use among DHS clients (a population at very high risk for tobacco use and tobacco related diseases), and another program to activate physicians to address tobacco with their patients.
Program Development Committee recommendation to increase TSET funding of the Oklahoma Tobacco Helpline by up to an additional $500,000 for FY 2011 and the following four years to allow OSDH to pursue a tribal tobacco control program. Motion passed unanimously. Staff will explore possible future grant initiatives with the Oklahoma Department of Human Services and Oklahoma State Medical Association to address tobacco use among DHS clients and activate and support physicians in addressing tobacco use among their patients.
7.a. Program Implementation Committee Report – Presentation – Oklahoma Tobacco Research Center, Phase II Dr. Mannel presented the plan to begin Phase II of the OTRC, which would include a Tobacco Related Cancers Program, including Phase I clinical trials. The death rate from cancer in Oklahoma is currently 35% higher than in other states. Dr. McCaffree provided a brief update on the progress of the OTRC’s Tobacco Prevention and Control Research and stated that, among other accomplishments, the Center is now ready to fund the third round of seed grants.
The board asked Dr. Mannel to have a more fully developed proposal ready to present at the May 18th board meeting.
Dr. Mannel said that Phase II was previously presented when the OTRC was originally funded, and that he believes it is time to begin Phase II of the Center. He proposed a budgetary ramp up, addressing different tobacco-related cancers with each increase in funding. He said that under this approach TSET would be responsible for approximately 30% of the total budget and would become the backbone of the tobacco related cancer program in the Cancer Institute for the state of Oklahoma.
Dr. Foster Left the Meeting
Agenda Items and Discussions
Action and Follow-up
7.b. Program Implementation Committee Report – Discussion and Possible Action on Amendment to Increase the Contract from the OSDH Utilizing Stimulus Funding for the Oklahoma Tobacco Helpline Tracey Strader said the OSDH will be preparing a contract amendment to provide approximately $401,600 in stimulus funding to expand the reach of the Helpline FY10.
Program Implementation Committee recommendation to amend contract with OSDH to receive additional funding from stimulus funds for the Helpline in the amount of $401,600. Motion passed unanimously. Dr. Foster was not present for the vote.
Dr. Foster Returned to the Meeting
7.c. Program Implementation Committee Report – Presentation – FY 2010 Tobacco Control Health Communications Updates Sjonna Paulson reviewed the various press releases distributed by the agency, various media promotions for the TSWM campaign including an effort focusing on pregnant women, outdoor boards and upcoming television and radio ads. She also indicated that the TSET impact fact sheets by legislative district would be finalized and distributed in late March or early April.
7.d. Program Implementation Committee Report – Update on Progress of Communities of Excellence Request for Proposals Jonás Mata stated that the RFP for Wave III of the Communities of Excellence in Tobacco Control program would be issued in March, an applicant workshop would be held in April, and the proposals would be due in late June.
8.a.i. Agency Operations Committee – FY 2010, Second Quarter Budget to Actual – Operating Budget Ken Rowe reviewed second quarter budget Operating expenditures.
8.a.ii. Agency Operations Committee – FY 2010, Second Quarter Budget to Actual –Programs Budget Ken Rowe reviewed second quarter budget Programs expenditures. Mr. Rowe said the spending levels in most areas were as expected for this time of year.
Jonás Mata and Sharon Neal will notify grantees of their spending rates and work with them to assure appropriate spending for the remainder of the year, or identify potential lapsing dollars which can be allocated by the board next year.
8.b.i. Agency Operations Committee – Consideration and Possible Action on FY 2010 Budget Revision – Operating Budget Ken Rowe discussed the budget revision in the Operating budget to increase the Board of Investors travel to $500 and decrease $500 from the Lease line item.
8.b.ii. Agency Operations Committee – Consideration and Possible Action on FY 2010 Budget Revision – Programs Budget Ken Rowe discussed several changes to the Programs budget to reflect an increase of $401,600 to the Free & Clear Helpline contract (using OSDH ARRA funding), a $230,726 increase to the Cessation Systems Grants line item (moving that amount from the
Agency Operations Committee recommendation to approve Operating and Programs budget revisions – including an additional $500 for Board of Investors travel, an increase of $401,600 for the Helpline and $269,274 from Unsolicited
Agenda Items and Discussions
Action and Follow-up
Unsolicited Proposals line item, as the grant funded under the Unsolicited Proposals process was a Cessation Systems grant), a $269,274 increase to the Marketing Contract with Visual Image (moving that amount from the Unsolicited Proposals line item).
Proposals to Health Communications. Motion passed unanimously.
8.c. Agency Operations Committee – Discussion and Possible Action to Adopt Proposed Permanent Rules Tracey Strader said the public comment period and public hearing on TSET’s proposed permanent rules have been completed as required. There was no feedback, and therefore no need for further revisions. Once the board approves the permanent rules, they go to the Governor, House and Senate. The House and Senate are not required to take action, but the Governor does have to proactively approve rules. If approved by the Governor and all deadlines have passed, the rules will be filed with the Secretary of State.
Agency Operations Committee recommendations to adopt proposed permanent rules. Motion passed unanimously.
9.a. Proposed Executive Session – Review and Discussion of Unsolicited Proposals, as Authorized by the Open Meeting Act – 25 O.S. § 307 (B)(7) and as Required to Preserve Confidentiality Under 62 O.S. Supp. 2006, § 2309 (C)(4)
Motion to move into Executive Session to discuss unsolicited proposals made by Susan Bizé and seconded by Dr. Foster. Motion passed unanimously. Motion to move out of Executive Session made by Dr. Cooper and seconded by John Kennedy. Motion passed unanimously.
9.b. Proposed Executive Session – Consideration and Possible Vote on Items from Executive Session
Motion to refer the first two unsolicited proposals for tobacco control research to the OTRC’s competitive process, allow staff to continue to explore options on the third proposal and refer the fourth proposal to the CX grantee in Muskogee County made by Susan Bizé and seconded by John Kennedy. Motion passed unanimously.
Bill Lissau and Ken Rowe Left the Meeting
10.b. Discussion of Fitness and Nutrition Strategic Planning Efforts – Facilitated Discussion and Next Steps Liz Schwarte of Samuels & Associates presented on the strategic planning process to assist with TSET’s future funding of fitness and nutrition initiatives. Samuels & Associates has been conducting an assessment of Oklahoma’s fitness and nutrition plans, activities, and needs, and is conducting phone-based key informant interviews. Oklahoma is the fifth most inactive state in the nation, ranks 50th in fruit and vegetable consumption, eighth most obese state in the nation and by 2018 Oklahoma is projected to have the highest rate of obesity in the country, facing an estimated $3.2 billion in health care costs attributed to obesity.
Samuels and Associates will provide a comprehensive report of the assessment, key informant interviews, stakeholder sessions, logic model, and recommendations.
Agenda Items and Discussions
Throughout the key informant interviews the three sectors that have come up as priority areas for focus are: communities, school and after school, and workplaces and businesses. She and other Samuels & Associates staff reviewed the recommended strategies in each sector. Liz Schwarte stated that the next steps are to hold stakeholder meetings in Oklahoma City, Tulsa and a third location yet to be determined. The purpose of these meetings is to have a dialogue as to what their priorities are, what strategies they would like to see in place, who might be potential partners and which populations may be at highest risk. Ms. Schwarte said they would be working with Tracey Strader and Jonás Mata to identify who should be at those meetings and where they should be held.
Tracey encouraged the board to contact her with some of their immediate thoughts, but she or Samuels & Associates would follow-up with each board member individually so their feedback could be incorporated into the logic model. The findings of the logic modeling sessions will be reported to the board at the May 18th
11. New Business – Any Matter Not Known About or Which Could Not Have Been Reasonably Foreseen Prior to the Time of Posting the Agenda (25 O.S. § 311 (A)(9)) Casey Killblane called for new business. There was no new business. board meeting.
12. Public Comment Casey Killblane called for public comment. There was no public comment.
13. Adjournment
Motion to adjourn made by Dr. Cooper and seconded by John Kennedy. Motion passed unanimously. Ken Rowe and Bill Lissau were not present for the vote.
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