Board of Directors Meeting. April 12-13, 2015 Minutes

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1 Board of Directors Meeting

April 11-12, 2015 Orlando, FL

Board of Directors Meeting April 12-13, 2015

Minutes

I. Call to Order

President Bence called the meeting to order on Saturday, April 11, 2014 at 8:30 am with a moment of silence for Dr. Al Rosenbloom, who passed away on Tuesday, April 14, 2015. Also in attendance were Board members Drs. Caffery, Shovlin, Dolan, McMahon, Cotter, Walline, and Kollbaum, and staff members Ms. Schoenbrun, Ms. Viksnins, Ms. Kidd, Mr. Jones, Ms. Kurtz, Ms. Brown, Ms. Edwards, Ms. Rodriguez, and Mr. Fulginiti.

A. Approval of Agenda

MOTION 15-04-01 (Caffery, Shovlin, MSC) To approve the agenda with the following additions: Add IV.B.6. Lectures and Workshops

Add IV.K. WCO – Indian Optometry Add IV.L. School Visits

B. Approval of Consent Agenda

MOTION 15-04-02 (Shovlin, McMahon, MSC) To approve the consent agenda. C. Approval of Minutes

MOTION 15-04-03 (Shovlin, McMahon, MSC) To approve the minutes with the following additions and changes:

January 23-24, 2015 Meeting:

On page 3, under II.B.2., remove “up north” from the first sentence.

On page 3, under III.A., should read “A Board and staff discussion of past and present membership programs and results followed.”

On page 3, under IV.A.1., in the fourth sentence, spell out “one.”

On page 4, IV.B.1., second sentence should read “There will be a slide in the room asking attendees to begin eating as soon as they are seated.”

On page 4, IV.B.2., change “comp” to read “provide free registration”

On page 5, IV.C.1., second paragraph, change to “more human directional people giving verbal directions”

On page 5, V.B., “committee” on the first line should be capitalized.

On page 5, V., Change MOTION 15-01-05 to read “To approve a student chapter…”

On Page 5, V.C., change to read “Dr. Walline suggested we give a template, similar to that used for Sections, describing their events, to use and to report to the Board.”

On page 5, CONSENSUS, change to read “Residents registration fees will be set at $75 and students will remain at $50, in order to differentiate Residents from Student attendees.”

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On page 6, F., second paragraph change first sentence to read, “Potential conflicts of interest in committee selections was emphasized concerning committee members.”

On page 6, F., change third sentence to read, “Sponsors will provide input regarding agenda and speaker selection.”

On page 10, Change AOA Liaison to Brett Bence

February 17, 2015 Conference Call:

On page 1, II.A.3., third line change to “…which poses a potential conflict.” On page 2, III.A., end paragraph after “London.”

On page 5, ABO Liaison assignment should be Brett Bence. On page 5, National Hall of Fame Liaison should be Tom Lewis II. Reports of the President and Executive Director A. Report of the President (Bence)

1. Dr. Bence reported on the Inter-Organizational Communications & Cooperation Committee (IOCCC) meeting in February that he and Dr. Caffery attended on behalf of the American Academy of Optometry. Drs. Bence and Caffery presented to the group a summary of the Academy’s administration and structure, initiatives and research, budget, and our recent activities. The next IOCCC meeting will be in October 2015 and Ms. Schoenbrun will also attend.

2. Dr. Bence reported that the Association of Regulatory Boards of Optometry has asked the Academy to provide input concerning our position on Telemedicine and Remote Eye Care in his remarks to ARBO in June while at the AOA. Dr. Dolan stated the Veterans Affair’s clinic is already providing remote medical care in dermatology, mental health, etc. Dr. Dolan will gather additional information and report back to the Board on the May conference call.

3. Dr. Bence noted that he and Dr. David Cockrell, President of the American Optometric

Association (AOA), in an attempt to improve communication between our organizations, have agreed to discuss non-executive session summaries of our Board meetings by phone each month. We anticipate that this will promote greater esprit de corps and enable better sharing of information between the two Boards.

The AOA’s evidence-based practice guidelines initiative is in the process of working on the recommendations for an adult comprehensive eye examination. The AOA asked the Academy to provide research papers that would support comprehensive eye exams for adults. It so happens that most of the individuals on this AOA evidence-based committee, led by Dr. Diane Adamczyk, are

Academy Fellows; thus, individual AAO input has already been provided. The plan is to contact the AAO Public Health and Environmental Vision Section, and if they do not have anything, then Dr. Bence will inform the AOA if we can provide additional information.

4. Dr. Bence reported that Dr. David Heath, representing ASCO at IOCCC, was to discuss sub-specialization within Optometry at the IOCCC meeting. Due to canceled flights, he was unable to attend

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the IOCCC meeting. Dr. Bence and Dr. Heath have planned for an informal discussion on specialization/sub-specialization ahead of the next IOCCC meeting.

B. Report of the Executive Director

1. Ms. Schoenbrun reported that the World Council of Optometry (WCO) is seeking to relocate. They have issued a request for proposal. All written proposal are due by the end of April 2015. The Board discussed preliminary thoughts both pro and con on housing the WCO office within the Academy office. Dr. Bence will contact Dr. David Cockrell, President of the AOA, and discuss the idea of submitting a joint proposal to the WCO, or ideas of how we may collaboratively aid the WCO. The Board will also consider submitting a proposal to house the WCO in the Orlando office, with Ms. Schoenbrun and staff beginning to investigate the feasibility of what the Academy may offer and the corresponding cost/benefits.

2. Ms. Schoenbrun reviewed the new staff organization and updated the Board on the three new positions that have been advertised. She also reported that the description of the American Optometric Foundation Development Director and Foundation Coordinator position are being revised. She noted that Ms. Sarah Kidd will become the new Executive Assistant and both Ms. Dana Edwards and Mr. Rich Jones will assume new responsibilities as well. The FY16 budget reflects these staff changes.

3. Ms. Schoenbrun reported that Ms. Kurtz and Mr. Consla will be leaving the Academy in June. She thanked them for their dedication and contributions to the Academy.

III. Focus on the Future

It was decided to have Ms. Schoenbrun facilitate a preliminary future planning conversation. She asked the Board to look at a three to ten year horizon. The Board identified the following areas of

opportunities: Subspecialty arena Year round education Clinical research Annual Meeting Foster Student practice Politics

International members Communicate with members Public image of Optometry

After further discussion, six preliminary core areas were identified. The Board members met in subgroups to develop goals for each of these.

1. Subspecialty arena – The Academy will help create a model for certification and be the governing body of sub specialization.

2. Year round education – The Academy will repurpose the best of the Annual Meeting Education to opportunities throughout the year, expand and promote online CE for both US and

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international, and determine and fulfill the clinical needs of Fellows and the profession throughout the year.

3. Foster student practice – The Academy would like to continue to attract more qualified students.

4. Clinical Research – The Academy will continue to promote clinical research among Fellows in private practice and clinical settings, and will create five new disease registries within the next five years. The Academy will establish a full clinical journal presence with a unique journal that communicates and archives innovative, educational, and insightful Clinical Content for Academy members and the international community of optometrists for the purpose of improving patient outcomes, and will also develop regional US and international clinical research groups for ongoing creation of clinical questions and creation of protocols to answer those questions. 5. Political – The Academy will help unite the profession, and strengthen relationship with

Ophthalmology, and help reunite the profession.

6. International Members - The Academy will strive for effective communication for future education to collaborate with other countries. The Academy will also work through WCO to define what Optometrists want, and the structure of their curriculum, and the Academy would also like to open the door for international Optometrists and Vision Scientists to attend the annual meeting.

Future planning will continue in July, at the next face-to-face Board of Directors meeting. IV. Feedback/Input/Discussion

A. Finance Committee Report

1. Dr. Caffery recommended that the Board propose to the membership a Bylaws change to create a “Retired Senior” membership category.

MOTION 15-04-04 (Caffery, Kollbaum, MSC) To propose to the membership a Bylaws change to create a “Retired Senior” membership category effective January 2016. Currently, a Senior Fellow must be 65 years old and working, and pays annual dues of $255 and the full cost of registration to the Annual Meeting. Currently, Emeritus Fellows must be 70 years old, and have been a Fellow for at least 30 years, and pays $0 annual dues and $110 annual meeting registration fee. The new “Retired Senior” Fellow must be 65, not working, and pays $0 annual dues and the full cost for registration to the Annual Meeting.

2. Dr. Caffery proposed approval of special recognition of student scientific presentations, and funding for keynote speakers.

MOTION 15-04-05 (McMahon, Caffery, MSC) To approve funding for up to three keynote speakers for scientific paper sessions, including honoraria, airfare, and up to two nights lodging for each speaker. MOTION 15-04-06 (McMahon, Caffery, MSC) To approve spending $250 to cover the cost of

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3. Dr. Caffery presented the proposed FY16 budget to the Board. Dr. Caffery thanked the Finance Committee and Mr. Rich Jones for their hard work.

Dr. Caffery also discussed efforts to establish consistency among the Sections and SIGs annual meeting expenses. Finance will create a template to better capture the proposed cost of events when

developing the FY17 budget. Ms. Schoenbrun will ask Tradeshow Logic to track the number of attendees at each of the events of the Sections and SIGs for future reference.

MOTION 15-04-07 (Walline, McMahon, MSC) To approve the FY16 budget as presented (Attachment A).

MOTION 15-04-08 (Caffery, Cotter, MSC) To transfer $250,000 from the operating account to long term investments.

B. Academy 2015 New Orleans

1. Ms. Edwards reported that the redesigned registration site is ready to go live April 20, 2015. 2. Ms. Edwards reported on EyeMap™. Programming is going well, and is being tested by the EyeMap™ Task Force. The “going live” date will be August 8.

3. Ms. Schoenbrun announced that Dr. and Mrs. Borgognoni will be leaving their position as Co-Executive Directors of the Armed Forces Optometric Society (AFOS). The AFOS meeting in New Orleans will be at the Marriot Canal Street hotel.

4. Ms. Schoenbrun reported on the current and new hotel room blocks being contracted and managed by IMN Solutions. We have also added more of a variety in hotel brand options. In the event someone needs to cancel, one night’s stay will be charged to their credit card if cancelled within 72 hours of check-in date. All cancellation charges will go directly to Orchid, the housing company. 5. Dr. Cotter reported on the Joint American Academy of Optometry/American Academy of

Ophthalmology Symposium. The topic will be “Amblyopia and Beyond: Current Evidence-based Pediatric Eye Care.” The Symposium will take place Friday, October 9 and will be one hour and forty minutes in duration. The same Symposium will be presented at The American Academy of Ophthalmology’s annual meeting on Monday, November 16, 2015.

6. Dr. Shovlin reported on the general trends and acceptance rates for Lectures and Workshops over the most recent six years (Attachment B).

C. Annual Meeting Task Force

Dr. Caffery reported that the Annual Meeting Task Force members accepted their assignments for the upcoming face to face meeting in Chicago. There will be a full report to the Board when they have completed their meeting.

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Ms. Schoenbrun updated the Board on the current potential sites for the year 2020. The Board gave new ideas of possible sites for 2020 and beyond.

E. Institute of Medicine

Ms. Schoenbrun reported that the Institute of Medicine Vision Study Committee members will be announced soon. The Committee will be given its charge on May 19 in Washington, DC. Ms. Schoenbrun will represent the AAO and will have five minutes to describe why AAO is a supporter of the study. She will ask for assistance from Board members in crafting her presentation.

F. Posters Acceptance for Admittance

Dr. McMahon will review new rules for the submission and acceptance of clinical/scientific abstracts toward Candidacy for Fellowship.

A task force was appointed by Dr. Bence. The members are Drs. Sue Cotter, Wendy Moyle, Andrew Mick, and Timothy McMahon. Dr. McMahon submitted the new rules for the proposal the task force prepared. (Attachment C)

G. ARBO Request for Input on How to Evaluate CE Needs Assessments and Competencies

Dr. Bence brought forth a resource document on Physician Attributes/Competencies in an effort to get feedback from the AAO Board for a similar document for optometrists. Ms. Schoenbrun asked the Optometric Education and the Public Health and Environmental Vision Sections for input. Pending further information, Dr. Bence will communicate back to the Association of Regulatory Boards of Optometry (ARBO).

H. Compliance Issues Presentation

Mr. Dave Rybak and Dr. W. Lee Ball of Johnson & Johnson Vision Care presented information regarding corporate compliance with AdvaMed, PhRMA, and the Sunshine Act. They spoke of Johnson & Johnson Vision Care practices and those of other companies that make up the Contact Lens Institute (CLI). I. Summary of Exceptional Boards Program

Dr. Shovlin reported that it would be of value for every member of the Board to attend the Exceptional Boards program offered by American Society for Association Executives.

J. Industry Leadership in our Volunteer Structure Sections or SIGs

Ms. Schoenbrun suggested that the Board re-consider the issue of having industry colleagues serve in leadership roles of Sections and SIGs. There are significant potential conflicts of interest.

The Board agreed to create a working group comprised of one member of the Ethics Committee, one Board member, a corporate representative, one JD/OD, and Section and/or SIG members. This group will look into the issue of conflicts of interest and propose a procedure by which to manage them. K. Optometry in India

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Dr. McMahon reported that in India there are currently three optometry schools, working toward getting optometry recognized as a profession.

CONSENSUS: To sign the World Council of Optometry’s petition supporting recognition of optometry in India.

L. School Visits

Dr. Walline reported that his visit to the Southern College of Optometry was a great visit and they show a strong commitment to the Academy. They have adopted a new student chapter, as well as a state chapter. Dr. Caffery reported on her successful visit to Midwestern School of Optometry.

Dr. Caffery left the meeting at 10:15 am prior to the Liaison reports. V. Liaison Reports

A. Chapters

Dr. Kollbaum brought several questions to the table from the chapters. He suggested that Board members consider visits to chapters similar to the highly successful school visits, as a way to energize chapters and foster a closer relationship with the Academy.

B. Membership

Dr. Kollbaum brought several ideas from the Membership Committee. They would like to have the staff send a congratulatory letters via regular mail to all students who are accepted to residencies each spring. The Chair of the Membership Committee will draft a letter and send to the Academy staff for review. The Academy staff would send the letters, signed by the Chair of the Membership Committee and the President of the Academy, via regular mail.

The Chair of the Membership Committee will also work with Dr. McMahon to establish a function at the upcoming WCO meeting to provide WCO members with information on the Academy and Fellowship. The Membership Committee is also going to create and distribute a survey to Residency Directors to determine barriers for residents attending the annual meeting and for them achieving Fellowship. The Membership Committee is unaware, what, if any videos exist explaining the Academy and

Fellowship. Ms. Viksnins to summarize these options and provided them to the Membership Committee Chair (Jedlicka) and the Chapters Committee Chair (Kinnaird). If nothing exists, consider recording a video in New Orleans (not specific to a single meeting, but one that can be used multiple years). The Academy and each School/College may benefit from a summary brochure of the Annual Meeting activity of each School/College. This should be distributed by the Academy staff to the Academy Liaison at each School/College prior to and/or immediately following the meeting. If some aspect is possible before, it may advertise the School/College activity and increase attendance. For example, number of faculty and student attendees, roles/responsibilities of faculty/student attendees, summary of student

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and faculty presentations, awards received. Dr. Cotter had provided a model of this at the January board meeting from the Liaison at her institution that may serve as a starting model.

VI. For the Good of the Academy

Dr. Bence thanked Ms. Schoenbrun for facilitating the future planning session, and Drs. Jeff Walline and Pete Kollbaum for their dual roles as Board members of the AOF and AAO, noting that the AOF Board met the day before our AAO Board meeting.