October 12-13 2007 Board Meeting Minutes

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			Viewing: Resources / Board Minutes Board Minutes DRAFT Board and Delegates Meeting October 12, 13, 2007 -- St. Louis Present (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 Lance Tanaka, chapter advocate Briana Sharp, chapter advocate X Mary Ann McCauley, chapter advocate X Annette Tait, chapter advocate X Jackie LeFort, chapter advocate X Laura Vernon, chapter advocate M. Flint called the meeting to order at 8:50 a.m. Central Daylight Time. Approval of Minutes S. Kuyatt made a motion to approve minutes of the September 21, 2007 Board teleconference call. M.A. McCauley seconded. No discussion. Approved. April Delegates Meeting M. Flint presented a proposal from the Tucson chapter to host the April Delegates meeting. The Board is very cognizant of current financial strains and wanting to make sure that we get support from the local chapter for the meeting. Tucson has been selected for the April 4-5, 2008 meeting. Details will follow at later date. Nominations B. Sanford reported she has developed a timeline and is preparing a committee to start the task and get things going. Based on issues related to gathering a forum at the International Conference for the Annual Regional Meeting which is primarily for the election of board and officers, she suggested the Board consider holding the region annual meeting via conference call a week prior to the International Conference in order to have the proper forum for voting and approval. S. Kuyatt made a motion to adopt 6/17/2008 as the completion date for elections for the 2008-2009 Regional Board Slate. Seconded by C. Schmieg. Discussion. Approved. B. Sanford asked that we work to incorporate the Be Heard brand into the nominating materials. She is seeking a current board member in their second year to serve on the Nominating Committee as directed by the bylaws. J. LeFort volunteered for the position. Finance C. Schmieg reported on finances for the period ending 9/30 – income of approximately $1,200 with few expenses (most related to the July meeting). She presented information on cash flow for the remainder of the year which is projected to be tight based on historical data. M.A. McCauley moved to transfer $3000 from reserves to operating account to alleviate cash flow issues. S. Poggio seconded. Discussion. Approved. C. Schmieg has requested budget proposals from the Conference Committee and Silver Quill Program for 2008 Budget development. Need to look at assembling the sponsorship committee and getting portfolio managers more involved in budget planning to increase accuracy, improve cash flow and build more accountability to the process. She has spoken with Julie Baron from Chicago IABC and Martha Nevanan, Minnesota IABC to help with the committee. She will contact additional people to serve on the committee and get a program formulated and running as soon as possible. Sponsorship Committee will need to work to secure sponsorships for LI and International Receptions. M.A. McCauley asked the status on getting Quick Books set up for the region to make financial management process easier. A. Tait made a motion authorizing an expenditure of up $500 to pay a consultant to set up Quick Books for the region. Seconded by D. Balogh. Discussion. Approved. C. Schmieg will share the Chart of Accounts developed with the Chapters. She reported that the finance committee has had its first meeting. Online payments – C. Schmieg will work with the Finance Committee to research for regional needs and share results for chapters to consider/use. M. Flint suggested the issue of having financially successful chapters mentor or sponsor struggling chapters. Consensus among Board members was to direct such opportunities through the Sponsorship Committee and do more to utilize International resources. Strategic Plan M.A. McCauley moved that we adopt the Strategic Plan as revised for the coming year. Seconded by S. Kuyatt, Discussion. Approved. M.A. McCauley will work to get updates and information out to the Board by end of the month. (October) Other Business Content management for Web sites – look at developing resources for regional chapters to consult and use. Adjorn Meeting adjourned at 11:41 a.m. Central Daylight Time. Delegates Meeting Called to order at 1:07 p.m. Central Daylight Time David Grossman, Chicago Erin Huntimer, Great Plains Amy Pint, Iowa Elizabeth Ahana, Hawaii Jamie Lipson, Los Angeles Carol Jess, Lincoln Erin Aagesen, Madison Julia Nelson, Minnesota Nicole Broussard, Orange County Abigail Dougherty, Oregon/Columbia Michaela Hayes, San Francisco Molly Jarrell, San Diego Rob Walgren, Seattle Janet Vigen, St. Louis John Brown, Tucson Marcus Perry, Utah Laura Vernon, Pacific Plains Board Briana Sharp, Pacific Plains Board Brian Everett, Regional Conference Committee Chair Kit Jenkins, St. Louis Joy Capps, IABC International Board Liaison Chapter Challenges Leadership Development/Continuity Succession Planning Burnout Time Management Sharing the work Volunteer engagement/management/ Job Descriptions Member retention Membership Development/Retention/Recruitment Outreach to Students/Younger Members Geographic Distribution Consistent Programming/Program Development Inferiority Complex Financial Awards Program IABC value at the local level Managing Growth Integrating the Be Heard Brand Technology Tools – Online Payments, Web Management Chapter Successes Professional Development Financial Membership Growth Membership Retention Corporate Sponsorship Succession Planning Teamwork Special Events Member Recruitment and Retention Chamber of Commerce Sponsored event Chapter membership in Chamber Promote ROI of Communications Masters Classes Sponsorship program with trade magazine (trade for advertising space) Involve volunteers with in first 90 days Reengage people coming up on 7th year or belonging Bring a friend events New member breakfasts Promote notable events in local business section Promote what areas IABC serves Consistent messages Call new members Buddy system for first events Acknowledge visitors and transplants Member Engagement Morning Managers Meeting Partnering with other organizations Ask members what they are interested in and want Calling members and building one-on-one communications (Board members and volunteers make the calls) Social gatherings Speed Networking Master Classes Post Card and Print Communication Reminders Monthly Save the Date and Schedule of Events Mailed Out Informal Summer Events – Brownbag Member Presentations Reaching Students and Younger Members Presence at schools/universities – possibly student chapters Mentorships – Take a Student to Lunch Identify touch points and contacts at schools Hold a PD meeting at the school with an appropriate topic Invite Board members to be speakers/ presenters at classes Class projects Facebook/Myspace presence for Chapters Stress the International nature of IABC Job Fair Panel Portfolio Development Opportunities – project managers for awards programs Scholarship Programs for membership Branding T-Shirts (Available through International) Embrace your chapter size and use it as an asset Quality vs Quantity Educate your Board on the brand Brand is a philosophy not just a tag line or logo Leverage the international perspective Incorporate Be Heard into established and successful events Branding presentation from International Update Web sites and collateral materials Link Board members with new members Time Management/Competing Organizations Regionalize Networking events within your geographic area Break tasks in to manageable sizes Divide up positions (Co-presidents) Create teams and committees Follow up with lapsed members and new members Delegate, Delegate, Delegate Identify your successor Develop job descriptions with not only responsibilities but time estimates Recruit new members Overlap board transition Keep momentum of board going Have outgoing Board create plan Define the differences between IABC and its competitors What is the local vision Elevator Speech Finance Price should cover other costs, non-funded portions, reserve fund Track in-kind work, Sponsorships Reserve Polices Spend Down Policy Regional Conference Seattle is being considered for the location based on costs, accessibility, potential to draw attendees. Dates selected - September 21-23, 2008 Specific venues are still being evaluated. Proposed Format Sunday – evening reception or dinner, possibly Silver Quill program Monday – full day, general sessions, key note, breakout sessions Monday evening – dine around (coordinated with local chapter much like the International events) Tuesday morning – General sessions and break out sessions Adjourn by noon to accommodate travel etc. Join and go registration will be included Pricing will offer early bird and daily options Brainstormed topics to consider for conference content and programming Meeting Feedback from Delegates Networking is very useful – knowing there are others to share with, brainstorm with Representation by our liaison from the International Board is very helpful Participation by so many chapters within the Region (17 represented!!) Knowing as leaders we are not alone Awards programs as a topic in the future Administrative resources Sharing best practices Small group breakouts are very helpful – would like to see more Visual learning tools Adjourn Meeting was adjourned at 3:10 p.m. Central Daylight Time.

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