Meeting Minutes Details
Commonwealth Neurotrauma Initiative
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Commonwealth Neurotrauma Initiative
Advisory Board
Meeting Minutes
The Commonwealth Neurotrauma Initiative (CNI) Advisory Board met for a regular business meeting on Monday, September 18, 2000 from 10:00 a.m. to 12:00 p.m. at the Virginia Department of Rehabilitative Services’ Central Office. John Ward, Chair, convened the meeting at 10:10 a.m.
Members and guests introduced themselves. Members in attendance were John Ward, Phillip Brown, Jay McLaughlin, and Patricia Tiernan. Doug Harris attended as the designee of the Commissioner of the Virginia Department of Health (VDH). Kathy Hayfield attended as the designee of the Commissioner of the Virginia Department of Rehabilitative Services (DRS). Also in attendance were Patti Goodall, DRS; Katherine Lawson, DRS; and Ana Hernandez, Board Staff.
A public comment period was held. No public comment was offered.
Kathy Hayfield made a motion to approve the minutes of the May 10, 2000 meeting; approval was unanimous and the motion was passed.
Dr. Ward announced that he received a letter from Faith Smith informing him of her resignation from the CNI Advisory Board. Dr. Ward stated that the Advisory Board must compile a list of names of individuals to be recommended to the Secretary of the Commonwealth’s office for consideration for appointment to the CNI Advisory Board. Kathy Hayfield recommended that the CNI Advisory Board recommend more than one person for consideration and that Dr. Ward, as Chair, write a cover letter to the Secretary of the Commonwealth. Kathy stated that the DRS Commissioner would assist. Dr. Ward stated that he would speak to Dr. Bill McKinley and send a letter to the president of the Paralyzed Veterans of America to seek names of persons that might be interested in appointment to the CNI Advisory Board. Ana Hernandez will contact the chair of the Virginia Spinal Cord Injury Council for the same. Kathy stated that persons seeking appointment to the CNI Advisory Board should have a connection to the Governor’s office and recommended that they speak to their legislators about the CNI Advisory Board. Ana will contact each individual recommended for consideration for appointment to determine their interest in serving on the CNI Advisory Board, talk to them about the CNI and the work of the Advisory Board, and work with them on the appointment process. Dr. Ward will contact the office of the Secretary of the Commonwealth when all materials have been submitted.
Doug Harris reported that the Department of Planning and Budget (DPB) is requiring appropriation amounts even for special funds and that he gave the figure of $800,000 for fiscal year 2002. Doug stated that the CNI Advisory Board will continue to have access to the total fund for grant allocations but that the DPB is requesting appropriation amounts for the fiscal year so that all agencies will know what funds are available and to adhere to good management techniques. Dr. Ward asked if any provision had been made for the cost of administering the fund; Kathy stated that she would discuss using the interest collected for administrative costs with the Attorney General’s office.
Patti Goodall and Ana Hernandez reviewed the revisions to the draft request for proposals (RFP). Patti stated that she will continue to seek clarification of the worker’s compensation requirements under “General Terms and Conditions” on page 13, but that they should apply only to construction contracts. After discussion about the need for and intent of the definitions of terms included as Attachment A, members determined that the importance of defining key terms is to state key values, but the definitions are not intended to limit the pool of applicants or scope of potential projects. Doug Harris made a motion to remove the term “institutional” from the list; approval was unanimous and the motion passed. Patti Goodall will refine the definitions for the terms “community-based” and “integration.” The title of Attachment A will be changed from “Definition of Terms” to “Clarification of Terms.” Dr. Ward asked if the provision that funds may not be used for administrative costs exceeding 10% of the amount of total direct expenses is feasible and explained that his organization has rejected funding because they require 20% of total direct expenses for administrative costs. Ana will contact VCU/MCV to determine their policy for grant monies as to what percentage of total direct expenses is used for administrative costs. Dr. Ward asked if anything is stated in the RFP about human research guidelines. Patti stated that she has a simple statement that can be inserted and that “Special Terms and Conditions” will be amended to clarify that the guidelines are for research grants. Dr. Ward will forward a copy of the guidelines to Ana. Ana will determine DRS policy with regard to human research guidelines.
Dr. Ward asked to what extent is the CNI Advisory Board obligated to release grant funding decision information. Patti stated that the information is public knowledge but that the CNI Advisory Board is not obligated to explain its decisions.
Patti stated that there should be two different deadlines for organizations submitting grant applications under Options A and B. Dr. Ward stated that the deans of the three medical schools should be added to the distribution list. Kathy stated that each of the five Level I trauma centers (University of Virginia, Norfolk, Medical College of Virginia, Fairfax, and Roanoke) should also be added. The proposed regulations for administering the fund are anticipated to be in effect by February 1, 2001; and the CNI Advisory Board members determined that, based on this, the RFP should be distributed March 1, 2001. CNI Advisory Board members determined that there will be a 90-day closeout period for both community-based and research grants, making the first deadline for proposals June 1, 2001. Patti asked if there should be a mandatory preproposal conference; CNI Advisory Board members recommended that a preproposal conference be offered but not mandatory.
The next meeting of the CNI Advisory Board is scheduled for Monday, February 5, 2001 from 10:00 a.m. to 12:00 p.m.
Pat Tiernan made a motion to adjourn the meeting; approval was unanimous and the motion was passed. The meeting adjourned at 11:31 a.m.
Ana Hernandez
Staff, Commonwealth Neurotrauma Initiative Advisory Board
