Many thanks to Robin Tippey, contract specialist for the Biomedical Research and Education Foundation of Southern Arizona (Tucson), for following up on discussion during the 2009 Annual Conference by providing a short summary of planning for their annual board retreat and a sample agenda.  

From Robin:

I am attaching a “draft” version (sample only) of the typical Board Retreat Agenda for the annual board meeting held by BREFSA.  Click Here.

We have conducted board retreats since 2004 with tremendous success.  Board members enjoy getting away from the hospital setting and typically can dress casually (our usual venue is a working dude ranch/resort tucked in the mountains).  We reserve their “board room,” which provides a comfortable setting complete with notepads and pens, and with full access to audio visual equipment available on site.  The food is excellent and the retreat package provides refreshments throughout the day.  Our meeting is one full day only.  Over the years, I have established an excellent working relationship with Tanque Verde Ranch and work with the catering director on a first name basis. 

This year’s costs run $49/per director for food (equal to Tucson’s per diem rate) and $15/per director for room rental. Investigator directors (non-statutory VA personnel serving on the board) take annual leave for the day.  Generally, board packet materials cost less than $50.

NPC staff should be advised that preparing the reports and packets for the directors is very labor intensive.  We have recently discovered that using different colored paper, especially for the financial reports, has helped the directors tremendously.  These meetings successfully foster cohesiveness among the board members.

Please note this activity is the result of a NAVREF Best Practices Consultation recommendation, and we use an agenda form (time, agenda item, presenter, documentation and action) that is similar to the form suggested by NAVREF for regular board meetings.

I hope this helps.

Robin

Robin Tippey, Contract Specialist/Administrator

Biomedical Research and Education Foundation of Southern Arizona

located at Southern Arizona VA Health Care System

3601 S. 6th Ave., Mail Code (0-151) Bldg. 77

Tucson, AZ  85723

USA

Phone (520) 629-4781

Fax (520) 629-4681