EC Meeting July 2025
Quick recap
The meeting focused on administrative and operational matters, including the need for executive council meeting minutes, a new meeting template, and a discussion of a new contract for the Governor’s Advisory Council. The group addressed various challenges faced by school nurses and discussed streamlining information management systems, including consolidating Google Workspace accounts and planning for a new administrative staff person. They also covered logistics for upcoming meetings, including hybrid meeting arrangements and the transition of responsibilities, while emphasizing the importance of supporting the Council’s work effectively.
Next steps
- NH: Update bylaws to align with new contract and current RSA
- Council Leadership: Determine protocol for hybrid meetings to comply with 91-A requirements before November meeting
- NH: Clean up and consolidate Google Workspace accounts and emails into one administrator account
- Sylvia: Set up infrastructure for Council’s administrative support and marketing needs
- NH: Document web service information and contracts from historical emails
- Tim: Follow up on the new WP Engine process and contract once it’s released
- NH: Create inventory list of all Council materials and equipment currently in storage
- Executive Committee: Review inventory list and decide what items to keep, donate, or dispose
- NH: Share passwords and account access information with Sylvia/PIC
- NH: Compile and share list of current billing/subscriptions that need to be transferred
- Sylvia: Work with Suzanne to resolve pending invoices and payments
- NH: Return Community Partners’ laptop after receiving pending information
- NH: Create and send out meeting agenda using the new template format
- NH: Update the Executive Committee member list on the template
- Sylvia: Send stipend form to NH
- NH: Share updated task list with Sylvia for prioritization
- Sylvia: Work with NH to plan strategic planning sessions for the Council
- NH: Add a special meeting to review Council history and bylaws changes
- Council Leadership: Poll existing membership regarding in-person meeting participation capabilities
- Sylvia: Investigate options for document shredding services for confidential materials
- Sylvia: Set up Council meetings using PIC/Family Voices Zoom account to replace current Zoom subscription
Summary
Executive Council Meeting Minutes Protocol
Sylvia explained to NH and Tim that minutes of Executive Council meetings would need to be taken and submitted, as they would be used for stipend forms and are required to be publicly posted according to the Right to Know law. She promised to send the required form for stipends the following day, and the group discussed the need to clarify the decision-making authority of the Executive Council in their next meeting.
Streamlined Meeting Minutes Template
The group discussed a new meeting template created by Sylvia, which is based on the format used by the Bureau of Family Centered Services. The template will help streamline meeting minutes by focusing on key takeaways, action items, and decisions made during meetings. Sylvia explained that these concise minutes would be sufficient for right-to-know requests and would meet state requirements. The team agreed this new format would make it easier to complete and post meeting minutes within the required 5-day timeframe.
Governor’s Advisory Council Contract Update
Sylvia explained the transition to a new contract for the Governor’s Advisory Council, emphasizing that while the contract meets the $70,000 budget, it doesn’t fully capture all proposed activities. She highlighted the importance of strategic planning and maintaining the Council’s mission, noting that while the contract specifies certain roles, the Council can still push boundaries within its scope. NH mentioned plans to update the bylaws to align with the new contract and RSA, and to organize a meeting to discuss the Council’s history and future direction. The group also discussed the need to clarify the role of the person “charged by the Council to do the work for families,” which Sylvia explained refers to the program manager from DHHS.
School Nurse Resource Challenges
Nancy discussed challenges faced by school nurses, including issues with medication management and access to emergency supplies. She highlighted a successful collaboration with MD for providing free medications to school nurses. Sylvia emphasized the need for ongoing training and guidance from the Board of Nursing on medication use. They also discussed communication challenges within the school nurse community and the importance of having a marketing and communications person. Nancy raised concerns about not receiving financial reports or access to certain resources from community partners after July 1st. She and Kristin shared difficulties in retrieving stored materials and coordinating with Sue regarding the transfer of equipment and files.
Streamlining Council’s Information Management
Karin and Sylvia discussed streamlining the council’s information management system, focusing on consolidating multiple Google Workspace accounts into one administrator account to reduce clutter and improve accessibility. They agreed to explore options for storing work products, such as minutes and agendas, on the website or a server, rather than maintaining multiple email accounts. Timmy provided an update on WP Engine, noting that a new automated process would likely reduce charges and that Matt Nelson had shared a link to the project workspace. Karin planned to review emails and document important information for future reference.
New Administrative Staff Communication Plan
The group discussed communication and workflow with the new administrative staff person who will be hired to support the Council. Sylvia explained that the staff person will work 15 hours per week, attend Executive Committee and full Council meetings, and be supervised by her. She noted that while the staff person will be shared across PIC and Family Voices, they will have limited availability for Council work due to their broader responsibilities managing two websites and multiple contracts. The group also discussed their existing task list that has been maintained for about a year, which they use to prioritize and track action items.
Hybrid Meeting Logistics Planning
The group discussed logistics for upcoming meetings, including the need to comply with RSA 91A (public meeting requirements) and transition to hybrid meetings. Sylvia confirmed that the Parent Information Center at 54 Old Suncook Road in Concord has suitable meeting space and staff availability, though they will need to work out specific details for hybrid participation and meeting schedules. The next council meeting in November will require further planning to accommodate members who cannot attend evening meetings due to nursing coverage constraints, and NH mentioned she may not be available for that meeting.
Transition and Inventory Planning
Sylvia discussed the transition of responsibilities and emphasized the importance of supporting the Council’s work effectively. She suggested creating an inventory of stored materials to determine what is necessary and what can be discarded or donated. Karin mentioned she is working on digitizing documents and creating an inventory of passwords and other important information. The group discussed the use of Zoom accounts, with Sylvia suggesting the use of shared accounts to reduce costs. They also addressed the need to transfer and manage billing information for various services.