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Viewing: Resources/ Board MinutesBoard MinutesBoard Strategic Planning Meeting July 13, 14, 2007 - Park City, UtahPresent (Indicated by X) X Mark Flint, region director X Suzanne Poggio, deputy director X Barb Sanford, past director X Steve Kuyatt, communications director X Diane Balogh, professional development director X Cindy Schmieg, finance director X Alan Tang, growth & development director X Lance Tanaka, chapter advocate X Briana Sharp, chapter advocate X Mary Ann McCauley, chapter advocate X Annette Tait, chapter advocate Jackie LeFort, chapter advocate X Laura Vernon, chapter advocate M. Flint called the meeting to order at 1:25 p.m. (Mountain Daylight Time). Opening announcements, introductions and meeting expectations. Approval of Minutes S. Kuyatt moved to approve the minutes of the June 15, 2007 Teleconference call. Seconded by B. Sharp. No discussion. Approved Financial Report S.Poggio presented the most current financial statement. Mutual Fund continues to perform well. Direct Deposit of dues from International has speeded up receipt of dues. Finances are current with the exception of some remaining expenses from the 2006 Silver Quill program and the reception at the 2007 International Conference. Student Leader Funding for LI S. Poggio again presented the request by the Los Angeles Chapter for additional money to cover student leaders attending LI in San Diego. C. Schmieg moved to make a one time allocation of $200 to the LA Chapter in Support of Student Leader participation at Leadership Institute 2007. Seconded by L. Tanaka. Discussion (note that the Board will review future LI participation for student leaders and budget considerations.) Approved. Account Signatures S. Poggio moved to approve signatures for 2007-08 financial accounts including M. Flint, director, S. Poggio, deputy director, and C. Schmieg, finance director. Seconded by MA. McCauley. Discussion. Approved. Credit Card Progessing and Credit Card for the region S. Poggio presented and addressed the issue of aquiring a credit card by regional officers -- the credit card would be used for guarantee of facilities, etc. The card would be issued by Wells Fargo and in the name of the director of finance. S. Kuyatt moved to proceed with getting a credit card in the name of the region for the director and finance director to cover regional expenses and with the finance committe to develop the appropriate policy to support. Seconded by MA. McCauley. Discussion. Approved. 2006 Financial Audit S. Poggio reviewed the financial audit prepared by Iqbal Parupia. The audit offered four recommendations: D&O liability insurance D&O liability insurance is largely contingent on employment/employees, varies from state to state, and the issue is very confusing in terms of what is recommended. C. Schmieg will follow up with Iqbal and report back at the next meeting. Counter Signatures on checks The audit recommended a refined process for approval of checks for larger amounts (over $1,000) to require counter signatures. Finance committee will review and make recommendation for policy revisions. Financial Statements Investment statements should go to the Director first and then Finance Director. Finance Committee will review and provide recommendation and response to Iqbal at International. Addition of a co-treasurer/finance director The audit recomended the addition of co-treasurer/finance director to smooth the transition to the position of finance director each year. Finance committee will work with the Nominating Committee to revise and make a recommendation for addressing the issue. Chapter Health/Chapter Advocate Assignments The Board assessed health of each of the Region Chapters based on size, leadership, and participation. Chapter assignments for the CAs were made for 2007-08. Chapter Advocate Assignments for 2007-08 Jackie LeFort
Mary Ann McCauley
Briana Sharp
Annette Tait
Lance Tanaka
Laura Vernon
B. Sharp will serve as the CA Liaison to the Executive Committee for 2007-08 How do we support our Chapters The Board discussed how the region could better serve chapters in the coming year and identifed the following suggestions:
Nominating Committee B. Sanford reviewed goals for the committee this year – looking for a pool of names to go to begin facilitating the process for next year’s nominations. L. Tanaka has offered to serve as the Board person to serve on the committee (outside of the officers defined in the bylaws.) Silver Quill Kim Coulter will chair the committee again this year. Excited to be leading it again and really making it better. Biggest need is for judging coordinators. Entries were down slightly. S. Poggio suggested the need to expand budget line items for the 2008 budget. The committee is looking to make next year's program even better and to find a sponsor for the reception at the International Conference. Integrating the IABC Brand S. Kuyatt led the board in a discussion of integrating the new Be Heard brand. Discussion focusef on what are the attributes and philosophies that embody the brand and how do will instill it in the services and programs of the region to help our leaders and our members. Key take away's for the PPR Brand:
Review of Strategic Plan B. Sanford has offered to lead Chapter Management Task Force in 2008-09 Regional Conference Update B. Everrett joined via conference call and recapped initial findings of the survey regarding the possibility of a regional conference. Overwhelming written support for the conference - recommendation is to go forward with approving the conference and use second phase of research to define specifics for the conference – timing, location and confirming the budget model. Budget estimate is very realistic and very conservative. S. Kuyatt moved to formalize the Regional Conference and ask the committee to report back to the Board with a proposed budget, date, program and location for a regional conference in the fall of 2008. Seconded by: A. Tait. Discussion. Approved S. Kuyatt will issue a formal communication to the region announcing the move forward with the conference planning and to seek participants for the conference committee Committee Updates B. Sanford reviewed the active Board committees and the needed volunteers for each committee. For 2007-08 the active committees are:
B. Sanford will make contact with regional members initially for serving on Nominating committee and then for other committees Calendar
B. Sanford will review bylaws to determine if we can we move the annual general meeting to a conference call held independently of the International Conference - since it is always difficult to ensure a quorum for approval at the meeting. She will report back with recommendation at August meeting. Wrap Up August 10, 2007 – Board Position Job Descriptions to review August 17 – Approve Board Position Descriptions Committee position descriptions to follow Adjourn Meeting adjourned at 2:45 p.m. Mountain Daylight Time |
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