SCI/TBI Advisory Council Meeting Minutes
February 28, 2005
 

Members present at the meeting were Leo Hallan, Dr. Barry Timms, Mary Pat Forsberg, Grady Kickul, and Ryan Green. Members absent were Jim Tesch, Chris Olson, and Dr. Robert Morecraft. Others present were Dr. John Koch and Becky Blume.

The meeting was called to order by Chairman Leo Hallan at approximately 8:07 a.m.

The minutes from the last meeting were approved.

Dr. John Koch reported that he has spoken with Dr. Perryman and Dr. Gerdes and requested their help in reviewing the applications. He also reported that the USD-SM is in the process of setting up three (3) accounts for the Council. The first is for Council expenses. The second account is for the money for the grant program. The third account is still in the process of being set up. This account will be for the money received from fundraising. Dr. John Koch explained that the third account will likely be set up within USD’s financial office, but any money donated would go to the Foundation, and then transferred to the financial office when spent. He is meeting with the Foundation to finalize this arrangement. There are two reasons which will benefit the Council for setting it up this way. The first is any interest that is received on the money in this account will be paid to the Council, and if any land or trust would be donated, the Foundation is set up to take these types of donations/funds.

Reminder: all Council members should submit their expenses to Carmen as soon as possible.

Dr. Barry Timms discussed the funding of the grant award. Council members need to take into consideration the possibility of funding of more than one grant. An applicant may apply for all $188,000 for all 3 years, then there would be no money available for pilot grants of lesser amounts.

The review process was then discussed. Dr. Barry Timms suggested that we solicit a third external reviewer who has scientific knowledge of SCI or TBI. The grant(s) received will be reviewed by all reviewers and will have written reasons to back up the priority scoring. The reviewers will then meet with the Council to present their views on the grant(s).

Dr. Timms also asks about an honorarium given to the reviewers, then ask them to donate it back to the Advisory Council. A funding source will have to be determined prior to presenting them with an honorarium.

Grady made a motion that the Council designates Dr. Timms, Leo Hallan, and Mary Pat Forsberg to act on grant reviews and prepare a full recommendation to the Advisory Council at a meeting for funding grant proposals. The motion carried. Mary Pat and Leo will be peer reviewers of the incoming grant applications. Each Council member will be provided copies of all grant applications. Council members will be encouraged to provide written or verbal comment to grant reviewers.

The next meeting was discussed. It was decided to have an in person meeting at the USD School of Medicine around the end of April/beginning of May to go over the grant applications. This will allow the reviewers 4-6 weeks to complete the review and a month before the award date. External reviewers may be present at the meeting. At this meeting, the Council will determine the grant award winner(s) with the recommendations from Dr. Timms, Leo, and Mary Pat. All award nominations will need to be cleared with USD School of Medicine and the Governor’s office. The minutes from this meeting will become public.

All applicants will receive a letter explaining why they did or did not receive the grant award.

Dr. Koch reported a concern from a possible applicant regarding the inadequate amount of time to prepare the grant application.

Dr. Timms will provide the Council with examples of cover letters to send to the reviewers along with the grant applications.

Vermillion will be the meeting site for any meetings Dr. Timms, Leo and Mary Pat will have to discuss applications.

The next meeting will be held in Sioux Falls at a time convenient for the USD-SM.

The meeting was adjourned at approximately 9:50 a.m.