February 25, 2005   May 20, 2005  September 23, 2005  December 2, 2005  
March 10, 2006 July 21, 2006  September 29, 2006

December 1, 2006

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Meeting Summary

Members Present:  Jean Marso, Karan Hutchins , Mary Shelton, Shirley Terry, Theresa Dorsey, Don Ehrman, Terry Olson, Cris Geist, Terry Olson, Phyllis Uribe , April Settell , Lynda Keavney, Theresa Dorsey, Craig Gravitz

Phone Attendance:  Deb  Carpenter

Excused:  Nancy Frizell

Quorum: Yes

Meeting Minutes:
September 29^th meeting minutes were approved with one correction.  Donovan Erhman was already on the board and not a new board member making the total count 16.

Treasurer’s Report: 
The most recent spreadsheet distributed. 

Old Business:

Treasurer: Karan Hutchins
A safe deposit box has been secured at First Bank branch at 29^th and Quebec St .  It is $45.00/year to keep the box and the amount will automatically be deducted from our account.  The keys are to be kept with the Chair and Treasurer so currently both Karan and Jean have the keys.  When officers change the paper work for the bank box will have to change accordingly.  If a key is lost it is a $100.00 charge as the lock has to be drilled out.  If we discontinue the box there is no refund for a partial year. 

The original copy of the Bylaws and Articles of Incorporation are in the box.  The Corporate seal will be added to the safe deposit box. 

Secure Web Link: 
Terry Olson has provided contact information to Mary Shelton regarding password protection of the web site.  There was a discussion as to what information will be protected.  The group wants to password protect the directory and resource documents.  Other web pages will remain open.

Review of documents for Archives: 
Concern was voiced in the last meeting as to the length of time we are required to keep receipts.  We do not have to file tax information yet and it was determined that we do not have to have every receipt from the beginning of the organization.  Spreadsheets and treasurers history should show documentation for invoices and bills paid.  At the most we can keep receipts from the past 5 years and they can be combined onto one page and copied which will eliminate a lot of the smaller receipts.  It was agreed that old membership applications could be destroyed without future ramification. 

Resource Manual/CD:  
The Resource CD hard copy is not needed.  Mary Shelton has started working on the resource documents. 

Mentoring Program:  No update

New Business 

Nominations:
Mary Shelton will continue as Secretary; nominations for chair include Cris Geist and Phyllis Uribe .  Phyllis accepted the position after accepting a position on the board. 

AIS 2005 Version
Grace Sandeno has initiated a grant request to the CDC Injury Prevention.  A letter of intent has been submitted and the final application needs to be in by Dec. 11^th.  In order to complete the process we need to have a Data Universal Numbering System Number (DUNS) for our organization.  This is not automatically assigned upon receiving our 501c3 status but is applied for separately.  It can be obtained at no charge but takes a week and since this is a time sensitive need the group approved a $49.00 expense for Jean to apply for this online and receive it immediately.  The number is permanently assigned and we will be able to use it in the future should the need arise. 

Grace requested help for putting together the grant application and Mary Shelton and Holly Hedegaard are assisting her with that process.  She sent out an assignment sheet by e-mail to Nancy Frizell and Robert Walker as the initial organizers of this effort and to Holly and Mary with work assignments.  This was circulated at the meeting. 

Robert Walker was contacted to update his communication with the AAAM.  They are willing to hold 2 courses for the AIS Version 2005 and are available in mid November 2007.  They do not hold “train the trainer” courses but utilize their staff for all training needs.  A copy of the program and instructors CV was circulated.  The course dates agreed upon are November 13^th-14^th and 15^th-16^th.  One course may be held at Swedish Medical Center and one at Denver Health in the Rita Bass Auditorium.  Both Phyllis Uribe and Deb Carpenter will check on space availability at their facilities.  There is a request to Grace from the group to poll trauma coordinators and registrars around the state to confirm we will have enough people to fill 2 AIS courses. 

Version 7 Trauma Base:
Cris Geist made a proposal to Phyllis Uribe for an overview of the updated software for Trauma Base sometime next year as an educational presentation during a CTN, Inc. meeting.  Her concern was that some organizations would be purchasing the new version but not have had any specific training.  Since Swedish has been a beta test site for the new version they have had some valuable experience in its use.   

2007 Officers:
Chair- Phyllis Uribe
Co-Chair-Terry Olson
Treasurer- Karan Hutchins
Secretary-Mary Shelton

2007 Meeting Information:
February 23, 2007, 10 AM
June 20, 2007 (during the Rocky Mountain Trauma Conference, time to be determined)
September 28, 2007, 10 AM
December 7, 2007, 10 AM

All meetings will be held at the Medical Center of Aurora EMS Office with the above exception.  The meeting will be a general meeting and will start at 10:00 AM.  If there are subcommittees or the board needs to meet this will be done immediately following the general meeting. 

Additional Information:

List Serve:  http://health.groups.yahoo.com/group/Colorado_Trauma_Registry/

Web Site:  U R There!!

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September 29, 2006

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Members Present:  Karan Hutchins, Mary Shelton, Peggy Ray, Shirley Terry, Theresa Dorsey, Deb Carpenter, Craig Gravitz, Don Ehrman, Trish Evans, Sherrie Nugent, Terry Olson, Kim Muramoto, Grace Sandeno.

Phone Attendance:  Nancy Frizell , Lynn Andersen

Excused:  Jean Marso, Chris Geist

Quorum: Yes

Meeting Minutes:
July 21^st  meeting minutes were approved as written.

Treasurer’s Report: 
The most recent spreadsheet distributed. 

Old Business:

Treasurer: Karan Hutchins
A safe deposit box has been secured at First Bank branch at 29^th and Quebec St .  It is $45.00/year to keep the box and the amount will automatically be deducted from our account.  The keys are to be kept with the Chair and Treasurer so currently both Karan and Jean have the keys.  When officers change the paper work for the bank box will have to change accordingly.  If a key is lost it is a $100.00 charge as the lock has to be drilled out.  If we discontinue the box there is no refund for a partial year. 

The original copy of the Bylaws and Articles of Incorporation are in the box.  The Corporate seal will be added to the safe deposit box. 

Secure Web Link: 
Terry Olson has access to people who are easily capable of creating a secure link to our website where we can keep member information and other documents, such as the resource information pass word protected.  He will contact someone and have that person contact Mary to set this up.  

Review of documents for Archives: 
It was established that the original bylaws was dated 2/27/03 and the article of incorporation dated 5/8/00.  One hard copy of each will be kept.  Older copies of minutes were destroyed with the exception of handouts which were not included in the minutes.  Sherrie Nugent and Peggy Ray will scan those in so they can be kept electronically.

There are receipts that date back to the beginning of the organization as well as bank statements.  Karan will check with the lawyer to see what we should keep.  Karan will also keep a current and past file of material in the portable file box , which needs replacing. 

Resource Manual/CD:  
The Resource CD hard copy is not needed.  Mary Shelton has a copy of all the resource documents and will go through and revise the file and bring it to the next meeting to add it to the secure site.

Membership Status: 
We determined that there were only 13 board seats filled out of a possible 17 total seats.  Additional board members were added and these are:  Deb Carpenter, Denver Health; Theresa Dorsey, Avista Hopsital; Chris Duran, Skyridge Medical Center; and Donovan Ehrman, Northern Colorado Medical Center.

Length of membership question will be included on the 2007 application.

Mentoring Program:  No update

New Business 

Nominations:
Mary Shelton will continue as Secretary; nominations for chair include Chris Geist and Phyllis Uribe.  Those nominated for chair will be contacted to determine if they are willing to accept the position. 

CTN, Inc. General Meeting

Meeting minutes were reviewed

Treasurer’s Report:
Karan recapped the board meeting information.

General Discussion

T-Shirts:
The discussion of tags and T shirts arose in response to the comment by Dr. Nichols at the last SEMTAC meeting.  Mary Shelton and Karan Hutchins will see if they can get T shirts printed in time for the  SEMTAC meeting next week.

AIS 2005 Version
Nancy Frizell brought the question to the group concerning the CTN helping to sponsor training for the newest AIS version.  This led to many other questions.  Grace Sandeno and Holly Hedegaard have been discussing the timing for when the state will want this AIS version as part of the download.  When will the National Trauma Registry start using the latest AIS version in their database?  Another question for Skip Tinnell at CDM is when will the software be updated with this AIS version?  If all this is done in 2007 is 2008 too soon to start using the new version. This will indicate when we would want to have training locally available.  Per Nancy , Robert Walker from Grand Junction was looking into what we would need to do to sponsor a AIS 2005 class in Colorado .  The class is limited to 25 attendees for a total cost of $15,000.00, instructors expenses and materials.  If we want to sponsor it we are also fully responsible for the course. 

In the event we would want to help sponsor the class we felt we should first establish where and when it would optimally be held.  We are considering a Thursday and Friday, October 2007 and Deb Carpenter is checking the availability of space at Rita Bass Center .  Grace would consider the timing of the class is scheduling Trauma Reviews next year.  CTN may want to assist with food and miscellaneous expenses.  We would first want to give coordinators and registrars in Colorado the first opportunity to sign up for the class and if we did not fill it would open it up to people from out of state.  Questions for Robert include when the money is due to the AAAM for the course and specifically what the instructor expenses would be.  Nancy is willing to coordinate the effort and work with Robert on the details.  Grace will check on any grant money that may be available for the training. 

Educational Presentation
Kim Muramoto gave a very comprehensive presentation on her suicide prevention initiative.   

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July 21, 2006

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Board Members Present:  Jean Marso, Chris Geist, Mary Shelton, Becky Pope, April Settell,
                                                 Peggy Ray, Phyllis Uribe, Nikki Tomlin, Shirley Terry, Theresa Dorsey

Excused:  Nancy Frizell, Lynn Andersen

New Business:  

Request for Assistance
Colorado Neuroscience Network is an organization which Lisa Ruiz is involved with forming.  They have requested assistance from the CTN, Inc. to help them with their startup.  After a brief discussion it was agreed that this organization is happy to help them.   Jean will communicate that to them.  

CTN, Inc. General Meeting: 

Attendees:  
Board Meeting attendees and Grace Sandeno, Kim Muramoto, Lynanne Granado

Introductions and background:  
Theresa Dorsey is back in the group.  She previously worked at St. Anthony’s North and is now with Avista as the Trauma Coordinator.  Shirley Terry was previously associated with Denver Health and since retiring from there is the Mile High RETAC Coordinator. She previously held the office of CTN, Inc. Secretary.  Peggy Ray remains with Children’s but not without the threat of retirement.  Nikki Tomlin is the Trauma Coordinator at Skyridge Medical Center.   Grace Sandeno is with the Colorado Department of Public Health and Environment.  Chris Geist worked with the state previously in Grace’s position and now is the Trauma Coordinator for the Medical Center of Aurora.  Jean Marso is the Trauma Coordinator for University of Colorado Hospital and current Chair of the CTN, Inc.  She has had ED and Critical Care Transport Nursing experience.  Mary Shelton has been a Trauma Coordinator at Aspen Valley Hospital , the Outreach and Education Coordinator for Poudre Valley Hospital and is currently the Trauma Coordinator at Good Samaritan Medical Center.  She is the CTN, Inc. Secretary and past Chair.  April Settell is the Trauma Registrar at Swedish Medical Center and is the past CTN, Inc. Vice Chair and Treasurer.  Phyllis Uribe is the Trauma Coordinator of Swedish Medical Center. 

Meeting minutes were reviewed

Treasurer’s Report:
Karan recapped the board meeting information.  

General Discussion:

Site Surveys:
Becky Pope discussed their survey process which occurred this week.  Chris Geist is getting ready for MCA review.  There was a general discussion of the changes in the approach to the survey process by the ACS.

Facility Moves/Redevelopment:
Grace Sandeno discussed the recent relocation of Mercy Medical Center.  Grace and Phyllis reviewed Mercy following their recent move.  Grace stated that facilities that move will be reviewed at one month for a “Provisional” trauma designation (based on statute) for 90 days which can be renewed one time.  So at the1 month review the state will look at policies, equipment and process with a full review in 6 months after opening for the full designation time period.  She is not sure how ACS will handle this situation. 

This will be available next week in policy form. 

Jean is involved in moving University’s campus to the Fitzsimmons location. The old facility will be closed completely.  Their new name is Anschutz Inpatient Facility.

Peggy gave an update on Children’s which will also redevelop at Fitzsimmons with the only downtown presence to be a 10 bed pediatric unit at St. Joes. 

CDM
Phyllis Uribe discussed the fact that Swedish is “the” beta test site for CDM’s version 7.  Both April and Phyllis agree that it is more user friendly.

CTN History
Shirley has old minutes and other information she inherited from Kathy Mixdorf which she will bring to the next meeting.  We will go through the documents then to decide what is important and needs to be saved versus what doesn’t need to be saved.

Mailing List:
Jean and Mary will work on updating and coordinating the CTN, Inc. mailing list.

RETAC:
Shirley reported that there is a new group called the Regional Hosp Council which will meet on the 3rd Tuesday of the month from 3:30 - 5:00 PM. They will be looking at regional grants for hospitals.  They will also be putting together a medical assessment for facilities.

Resource Manual/CD Review:
The CD was used to review all documents available in the Resource Manual.  Some changes were made and agreed upon by the group present. 

	Names of facilities will be removed from the documents available for the manual
	The documents will be identified by trauma center level and category
	Categories agreed upon are:

                  Job descriptions

                  Trauma Team Activation Criteria

                  Performance Improvement

                  Patient Care Guidelines

                  Chart Abstracting Tools

                  Coding Guidelines

                  State Inclusion Criteria

                  Survey Tools

                              Organizational Charts

                              Mission Statements

                              Other helpful pieces of information as they are identified

                  Finance Information

                               UB 92 guidelines and others as they may arise

                  How to sign up for the Trauma Registry List Serve

The group also wants to include web site links which may be useful for new Trauma Coordinators such as the following:

§         CDPHE for Trauma Center Rules/Regulations

§        American College of Surgeons

§         Clinical Data Management for contact information

§         The various RETAC Site

This information should be available on the CTN web site. 

Phone Conferencing:
Since this is a new location at The Medical Center of Aurora for the CTN, Inc meeting the usual phone conferencing was not available.  Chris Geist is researching the possibility of offering phone conferencing at this location in the future. 

Educational Presentation:
Peggy Ray gave a very comprehensive presentation on The Children’s Hospital Shaken Baby Syndrome prevention initiative.  She also provided brochures for those present to take back to their facilities for distribution.   

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Members Present:
Jean Marso, Karan Hutchins, Lynn Andersen, Terry Olson, Cris Geist, Mary Shelton, Rob Little, Shirley Terry, Donovan Erhman, Peggy Ray, Nancy Frizell, Sherry Nugent

Quorum:
A quorum was established.

Old Business:

Meeting minutes:  December 2^nd meeting minutes were approved.

Financial Report:
Karan Hutchins provided the Treasurer’s Report.  She has received several renewals for CTN membership and 1 new member application.  The new applicant is Grace Sandeno.  Bank statements for December through February have been received.  The spreadsheet was distributed and reflects a balance of $7628.73 with $480.00 in deposits from memberships and $46.95 in withdrawals.  Bills outstanding are to Jean Marso for expenses associated with the CTN, Inc. Coding Class and to Mary Shelton for 2005 Web Site maintenance.  The spreadsheet will be amended after these bills are paid and will be redistributed to members. 

We have not received a letter from the attorney to re-file the 501c3 information.  Karan will call him next week to determine what needs to be done

Resource CD:
The current resource CD was released several years ago and has not been updated or had any additional   information added to it since then.  Jean will review the information on the CD and make her recommendations at the next Board meeting.

CTN, Inc. Coding Class
There was a discussion regarding whether it would be useful to repeat the CTN Coding Class in 2006.  In light of the expense it was agreed that it may not be worth it to repeat it this year.  The alternative suggestion was to offer a coding presentation as an educational offering at a CTN, Inc. meeting later this year.  The Board member consensus was in agreement with this suggestion.

New Business:

Election of Secretary:
The office of Secretary is up for re-election.  Jean Marso asked for volunteers from the Board.  Mary Shelton Volunteered for the office.  She is eligible according to the bylaws and the motion was made and passed and she will fill the position.

Mentoring Program:

	Peggy Ray
	Lynn Andersen
	Karan Hutchins
	Cris Geist
	Donovan Erhman
	Rob Little

This group will communicate and work electronically and will report back at the next Board meeting.  

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December 2, 2005
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Meeting Summary

Members Present:
April Settell, Tracy Lauzon, Nancy Carrington, Chris Duran, Karan Hutchins, Jean Marso, Lori McDonald, Sherri Nugent, Terry Olson, Donovan Erhman, Robert Little, Peggy Ray, Phyllis Uribe, Nancy Frizell

Quorum:
A quorum was established.

Old Business:

Meeting minutes:  September 23, 2005
Meeting minutes were approved.

Resource CD:
 Jean will review the old CD for content & email members to submit updated information for their facilities. 

CTN Web Page Update:
 Mary Shelton has returned to the world of Trauma Coordinators/Program Managers & will once again be a CTN member and continue as our Web Master.                

New Business:

Board Vacancies:
 Robert Little and Terry Olson both agreed to accept positions as CTN Board Members.

Membership:
Karan Hutchins reminded everyone of dues renewals & distributed invoices for 2006 use for facilities needing this.  Invoices are to be remitted by February 2006.  Dues are $60.00 per member. 

Financial Report:
The Treasurers report was submitted by Karan Hutchins, Treasurer.  The ending balance through November was reported.

Coding Class:
CTN will again host a State of Colorado Trauma Registry Coding Class.   Jean Marso will check with Dr. Hedegaard for a tentative date of Feb. 24, 2006 for this coding class.  The coding class will take the place of the Feb. 2006 CTN meeting.  Jean, Lori McDonald & Karan Hutchins will check availability of space at their respective facilities to have this class.  More information will be forthcoming regarding this. 

Speaker:
Lori McDonald – Trauma Program Manager Poudre Valley Hospital UB92 Billing Procedure

White Elephant Exchange:
A great time was had by all with the annual white elephant exchange. 

Featured for this exchange was the return of last year’s winner’s prize now won by Donovan who reluctantly let Shirley have it!  Look for this exciting return in 2006.  

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September 23, 2005

Board Members Present:
Jean Marso,  April Settell, Shirley Terry, Karan Hutchins, Cris Geist, Sherrie Nugent, Lynn Anderson, Nancy Frizell, Kendra Muldenhaur, Shirley Terry, Peggy Ray.

Members and Guest Present:
Grace Sandeno, Holly Hedegaard, Sallie Thoreson, Phyllis Uribe, LeAnne Taulman, 

Teleconference Attendees:
Nikki Tomlin, Lynne Granado, Marie Pacheco, Sue Matzick, Theresa Nino, Terry Olson, Connie Carrol

Quorum established

Old Business

Meeting Minutes:  May 20, 2005  were approved as written.

Standing meeting times
Jean stated she had reviewed the meeting times for this year and the times have varied due to the educational topics presented.  She asked if the board had any preference regarding meeting times.  After much discussion and referencing the bylaws, new standing meeting times were agreed on as follows:

	Board meetings    09:30-10:00
	Regular meetings 10:00-11:00
	Committee meetings only if needed
	Break for lunch

Financial Report-Karan Hutchins
The financial report was distributed.  Costs and Expenses for the TOPIC course were reviewed.  There was a positive revenue realized and as a result the question was raised regarding instructors being reimbursed for their airfare.  Jean will follow up on this.  The report was accepted with corrections.  
Karan reported that the cost of $25.00 has been paid to David Helmer to continue as our registered agent.  She reported there had been some issues with receiving the mail.  It was noted that this had been corrected with the mail now being delivered to Swedish Medical Center.  A process has been developed between April and Karan to ensure that any bills are received in a timely manner 

Membership
Karan reported she has updated the membership list for 2005.  The list of the information she obtained from April and old records were distributed.  Some members present stated they had paid the 2004-2005 membership dues but their membership dues are still listed as outstanding.  Shirley reported that April had updated the list quickly in 2004 after receiving the information from Nancy.
Shirley reminded everyone that according to the bylaws membership dues need to be paid by April.  Phyllis stated that it would be helpful to send out an invoice.  Shirley suggested a membership reminder and an invoice be sent to everyone in January.  Grace has been extremely helpful with updating the facility and contact list.

Web Site
Jean will contact Mary about the website, as Mary was unable to attend today's meeting.  E-mail information to Mary.  
Mary has asked that the minutes be provided to her in a timelier manner so they can be posted to the website earlier.

Topic Course Update
Kendra reported the 1st TOPIC course in 2004 had 40 participants and the most recent course held in June had 37 participants, 17 or which were from out of state. After discussion it was decided that CTN would wait until 2007 to revisit sponsoring another TOPIC course.

Resource CD
It has been noted that the resource CD needs to be updated.  Peggy has done this in the past and volunteers were asked for assistance with this project.  Cris suggested a folder be created for each year or each time the CD is updated so new updates can be utilized as a reference to document the history and progress of information.  Phyllis suggested utilizing the information created/generated during the preparation for a sit review by facilities as resource information.  Phyllis volunteered Swedish Medical Center's Trauma Services to copy the resource CDs.  The goal would be to submit the year end information from facilities willing to participate in the project in December of each year.  
Other suggestions of information to be included on the CD were:
The updated facility contact list
Current copies of the rules and regulations for the time period.

New Business

Coding Class
Holly asked the group about scheduling another coding class.  Holly stated she would need ideas and questions regarding coding.  Holly suggested reviewing the coding manual again.  She stated she feels it could be improved by clarifying values and variables.  It was suggested to utilize half of the day to work on the coding manual.  Dates will be discussed at the December meeting.

Announcements
Peggy reminded everyone about Children's Hospital's Annual trauma conference scheduled for December.

Educational Presentation
Holly Hedegaard, MD, Sallie Thoreson, Grace Sandeno, Barb Baily, Shannon Breitzman Presented "Injury Prevention Best Practice in 4 Easy Steps".  
Step One:  Statement of the Problem (Holly)
Step Two:  Effective solutions (Sallie)
Step Three:  Develop an Action Plan (Grace)
Step Four:  Evaluate your intervention (Sallie)

Handouts distributed were the resource list, Injury Prevention Best Practices and Spectrum of Injury Prevention.  
Information is also available on-line at these links:
Injury Prevention 1
Injury Prevention 2

Most regular meetings will be held at The Medical Center of Aurora
Location- The Medical Center of Aurora,1501 S. Potomac, from 225 go east on Mississippi and 
south on Potomac.  From the main hospital entrance, go to the left and the conference rooms are
on the left.
If you need more specific directions contact Cris Geist at (303) 873-5232 or e-mail her at: cris.linker@healthonecares.com

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